01-11-2023

PRIVACY AND COOKIE STATEMENT

Keephub

This privacy and cookie policy was last changed on 2 March 2022.


This privacy and cookie statement pertains to the Keephub service provided by KeepHub B.V. (hereinafter referred to as Keephub). Keepub is part of Kega B.V. Your employer has decided to make use of our service. Your employer is therefore
the party responsible for processing, and we are the processing party. We act in assignment for your employer. In this privacy and cookie statement, we shall explain which personal data is gathered via the Keephub platform and for what purpose. We advise that you read it carefully.


We attach great importance to the careful handling of personal data. Personal data is therefore processed and protected with the utmost care. During processing, we comply with the requirements of the General Data Protection Regulation (AVG). This means, for example, that we:

  • clearly state the purpose for which we process personal data. We do so via this privacy and cookie statement;

  •  limit our gathering of personal data to only that personal data required for legitimate purposes;

  • always request your explicit permission to process your personal data in those cases in which your permission is required;

  • take appropriate security measures to protect your personal data, and require the same from parties assigned by us to process any personal data;

  • respect your right to provide insight into, to correct or delete your personal data, following your request to your employer for that purpose.

1. Personal data and purpose

The platform
When making use of the platform via the online environment of your employer, or on your smartphone or tablet, you provide certain personal data and you leave certain personal data behind. Your employer may also provide certain data on you. As this is privacy-sensitive data, we believe it is essential that we handle it with great care. In order to make use of the platform, you must be 16 years or older, or have permission from your parents and/or legal guardian.

Account
In order to make use of the platform, you require an account (execution of the agreement). We process your login data for that purpose. We save your login data for maximum 1 year after you leave employment, or until cancelled by your employer.

Management of your account
As soon as you have an account, received via your employer or created personally, you determine what information you add to the account (execution of the agreement). You can create a personal profile within your account.


We process the following personal data for that purpose:

  • Name*

  • Contact data (e-mail address and telephone number)

  • Login data*

  • Location

  • Date of birth

  • Language preference

  • Profile photo

  • Job title

*There is minimum processing of your name and login data. All other data is optional and may be determined by your employer, or you may choose personally to share this data. 

 

We save your login data for maximum 1 year after you leave employment, or until your employer cancels your account.

Linking of external applications
The platform can be linked to external applications of third parties, such as for example a roster tool, E-learning tool or an HR tool. This concerns a visualisation of this data in the platform (execution of the agreement). The decision lies with your employer, whether or not this is used.

We process the following personal data for that purpose:

  • Name

  • Address

  • Contact data (e-mail address and telephone number)

  • Date of birth

  • Contact person and contact information in case of an emergency

  • Profile photo

  • Personnel number

  • Job title

  • Your work location

  • Date of starting and leaving employment

This concerns a visualisation of the data, and will not be stored in our platform.

Online communication
Newsletters may be published via the platform. This will keep you up-to-date on the products and/or services offered by your employer. And provide you with insight into the latest developments and news. You have the option to leave a reaction to the newsletters (execution of the agreement). You also have the possibility to communicate with your colleagues via the chat. Your employer can also create forms and tasks. Think in terms of applications for holidays, registration of illness, creation of a personal development plan, evaluations or simply requesting your opinion. The decision lies with your employer, whether or not this is used.


We process the following personal data for that purpose:

  • Name

  • Profile photo

  • Images

  • Reactions and likes for messages, polls, forms and tasks

  • Content of messages you yourself publish

We store the data as long as the information is relevant to your employer, or for maximum 1 year after you leave employment, after which the data will be anonymized.


Logging
We use logging to determine whether and which components of the platform are used. We can see what information you have consulted at what time. We do so in order to be able to improve our services (justifiable interest). In doing so, we have
weighed up our interests versus your privacy interests.


We store the data as long as the information is relevant to your employer, or for maximum 1 year after you leave employment, after which the data will be anonymized.

2. Sharing your personal data

Provision of data to others
Your personal data will never be shared with third parties for commercial purposes. Keephub will only share your data with third parties, when this is permitted on the basis of the current legislation. We may be required to provide your personal data to third parties, in the event that:

  • we have contracted them to process the data;

  • it is necessary to execute the agreement with you;

  • you have given permission for this purpose;

  • we have a justifiable interest;

  • we are obliged by law.

The parties assigned by us or by your employer to process personal data are:

  • IT suppliers and service providers

  • Cookie service providers

  • Marketing companies

In order to provide services, Keephub may share your personal data with parties located outside the European Economic Area (EEA). Keephub will only do so if there is an appropriate level of protection for the processing of personal data. This means, for example, that we apply a model agreement of the European Commission or that we reach agreements on the handling of personal data. Or that the party with whom personal data is shared is Privacy Shield certified.


App, and iTunes store and Google Play
The app can be downloaded via the App store and Google Play. We have no influence on the personal data processed by the provider (Apple or Google) or the purpose of processing. We advise you to read the relevant privacy statements of the provider in question.


Third-party websites and apps
This privacy statement does not apply to third party websites or apps coupled to our app by means of links. We cannot guarantee that these third parties will handle your personal data in a reliable or safe manner. We advise you to read the
privacy statement of these websites before making use of the websites.

3. Protection of personal data

We take appropriate technical and organisational measures with regard to the processing of personal data to be conducted, against loss or any form of illegal processing (such as unauthorised access, damage, change or provision of the personal data).

4. Cookies

Our platform uses cookies. A cookie is a small text file saved by your browser to the hard disk of your computer, tablet and/or smartphone. The information generated by a cookie regarding your use of the platform is transferred to our own
secure servers. The information that is stored can be resent to our servers on your next visit.


Google Analytics
We use cookies with a purely technical function. We gather data for research in order to determine how users use our platform. This allows us to gear our services more effectively and to formulate reports on user activity. We make use of Google Analytics to gather this data, and have applied privacy-friendly settings in accordance with the guidelines of the Dutch Data Protection Authority. Google LLC is Privacy Shield certified.


YouTube and Vimeo
We use YouTube and Vimeo cookies in order to be able to play videos on the platform. YouTube is a part of Google LLC and is Privacy Shield certified. This also applies to Vimeo.


Storage period and removal of cookies
Cookies are stored for 2 years. Most cookies have an expiration date. Once an expiration date has been set, the cookie is automatically removed upon expiry. You can also opt to remove the cookies manually before the expiration date. Please refer to your browser guide for further information.

5. Changes to this privacy statement

This privacy statement may be subject to change. This may be the case, for example, when new functions are added to the platform, resulting in personal data being processed in a different manner. We recommend that you regularly check this privacy statement, in order to stay up-to-date with any changes.

6. Your rights

If you have any questions or you would like to know what personal data we store, please contact your employer. Your employer can then ask us to cooperate in your request.

You have the following rights:

  • Right of insight: You have the right of insight into your personal data we process.

  • Right of rectification: you have the right to correct or supplement your personal data we process, if this is incorrect or incomplete.

  • Right of objection: you may object to the processing of your personal data and to direct marketing.

  • Right of removal: you may request that your employer removes your personal data.

  • Right of withdrawal of permission: after giving us permission to process your personal data, you can withdraw this permission at any time.

  • Right of transfer of data: if technically feasible, you have the right to have your personal data processed by us, transferred to another party.

  • Right of restriction of processing: in some cases, you may request that your employer (temporarily) restricts the processing of your personal data.


If you are dissatisfied with the manner in which we handle (a complaint regarding) the processing of your personal data, you have the right to submit a complaint to the Dutch Data Protection Authority.


Supplementary privacy statement
Your employer may have a supplementary privacy statement and/or privacy policy alongside this standard privacy statement. Any supplementary statements will be given in a separate document, which your employer will make known to you.


Contact
Should you have any questions regarding your privacy, we advise you to contact your employer.