Privacy statement

Who are we?
dockHolland values your trust in our company. In this privacy statement we inform you about how we handle personal data. When we refer to dockHolland in this statement we mean:

• dockHolland Huisvesting B.V.; and
• dockHolland Shortstay B.V..

dockHolland Huisvesting B.V. (Chamber of Commerce: 24255227) is responsible for dockHolland's personal data processing activities and is located at Industrieweg 130 A, 3044AT in Rotterdam, The Netherlands.

Privacy statement
In this document, we tell you which categories of personal data we process, why we do so and with whom we may share your personal data. In our processing operations, we comply with privacy regulations, including at least the General Data Protection Regulation (GDPR) and local privacy legislation. This means, among other things, that we:

• explain the purposes for which we process personal data;
• do not collect more personal data than necessary for these purposes;
• in cases where consent is required, ask you for such consent;
• take appropriate technical and organisational measures to protect your personal data;
• respect your rights with regard to your own personal data.

How do we collect and process personal data and for what purpose
Employees’ Personal data that dockHolland usually collects includes, but is not limited to:

• Your name, date and place of birth, contact details and qualifications (education, training courses and internships), and any other information you mentioned on your resume or CV;
• If you contact us, in some cases we will keep a record of that correspondence;
• Feedback about you from our staff and third parties who you work with or for, and other appraisal information, your feedback on others;
• We may also collect data on your use of our systems including (but not limited to) your IP address, browser, timestamp, location, country traffic data, location data, weblogs and other communication data and the resources that you access;
• If applicable, information about your lease car, including license plate number and car mutations;
• If applicable, details of any disabilities and any accommodations we may need to make for you in the workplace;
• When you start working for dockHolland we shall also collect:
  
  • Your gender, nationality, copy ID documents, proof of address and copies of documents evidencing your right to work in the locations you will work in (visas, work permits, etc.);
  • Payroll information such as your bank account information, national insurance or social security number, tax codes and reference numbers, your fees, salary and benefits information;
  • Records of your attendance, time spent on projects, training, promotions, investigations and disciplinary matters;
  • Information about your use of our IT systems and premises (including CCTV and door entry systems);
  • Contact details of your emergency contact person(s);
  • Business travel information (travel data, credit card information, passport number, expenses incurred) for the purposes of the negotiation, arrangement and purchasing of all travel related activities (e.g. Airfare, Train, Hotel & Car Rental reservations) and the reimbursement of travel expenses;
  • In some cases photos and videos of your attendance at training or similar sessions, and;
  • In situations where this is strictly necessary and permitted by law, we may also process certain medical data about you.

dockHolland collects and processes your personal data:

• To fulfil our obligations to you as an employee or individual contractor when you commence work for dockHolland and when you start working for dockHolland:
  • To comply with your contract of employment or contract for services, and all other contracts and rules that govern our employment or other contractual relationship with you;
  • Maintain and improve administration of talent generally (including for the purposes of workforce analysis);
  • Carry out other human resources activities (including work management, absence management, training/people management, expense management, and disciplinary management;
  • Promote the security and protection of people, premises, systems and assets;
  • Monitor compliance with internal policies and procedures;
  • Administer communications and other systems used by the dockHolland (including internal contact databases);
  • Investigate or respond to incidents and complaints;
  • Comply with obligations and rights and cooperate with investigations carried out by the police, government, authorities or regulators;
  • In the case of photos or videos of training sessions, to report internally that the training sessions have taken place and their content (for example in internal updates) and also to market similar sessions internally and to third parties; or
  • Participate in any potential or actual purchase or sale, or joint venture, of all or part of a business or company, that dockHolland wishes to participate in.
• Where necessary, to comply with any legal obligation;
• To further develop and improve our systems/processes; this mainly takes place in the context of new IT systems and processes, so that information about you may be used in the testing of those new IT systems and processes where dummy data cannot fully replicate the operation of that new IT system;
• To transfer data to third parties (see also below).

Grounds for processing personal data
The law requires us to have a legal ground for processing your personal data.

When you are working with dockHolland our processing of personal data for all these purposes is based on processing grounds like:

• the performance of a contract to which you as a data subject are a party (see above purpose 1);
• processing necessary to comply with legal or regulatory obligations (purposes 1 and 2), and/or;
• processing necessary in the legitimate interests of dockHolland in exercising its and its staff fundamental rights to run a business in a way which does not unduly affect your interests or fundamental rights and freedoms (purposes 1, 3 and 4).

When processing is necessary for the legitimate interests of dockHolland, we ensure that processing is conducted in such a manner that our legitimate interests outweigh any individual’s interest.

Automated decision-making, including profiling
We do not make any automated decisions solely on automatic processing, including profiling, which produces legal effects concerning you or similarly significantly affects you.

Closed-circuit television (CCTV)
dockHolland uses closed-circuit television (CCTV) at its locations for security reasons. For example in combating crimes, vandalism and protecting the property. It is indicated if dockHolland makes use of camera surveillance. We only use the images to determine the nature of the violation or to identify perpetrators, persons involved or witnesses. The retention period is a maximum of four weeks or until any incident recorded on camera images has been processed.

Sharing personal data with third parties
It could be possible that we disclose your data to third parties. This is done to complete the purposes set out above. We do this only in the following circumstances:

• To our suppliers.
  We may, for example, engage a supplier to carry out administrative and operational work in support of our relationship with you. The supplier(s) will be subject to contractual and other legal obligations to preserve the confidentiality of your data and to respect your privacy, and will only have access to the data they need to perform their functions; these suppliers are typically:
  
  • IT suppliers (who host or support our IT systems, including information about you),
  • Premises management companies (who look after physical security at our buildings),
  • HR related providers, such as processors who operate payroll or benefits provision on our behalf,
  • Travel providers who manage or organise travel for our employees or,
  • Back office finance and accounting management providers (who might need to handle details of colleagues and associates in order to process accounts payable and receivable);
• Information is shared with the head office of dockHolland. in the Netherlands for work force planning, budgeting and feedback purposes; this information may also be used to propose new opportunities to you within the dockHolland;
• To members of the company group, for necessary intercompany exchange of data, such as support;
• We will share your data with government, police, regulators or law enforcement agencies if, at our sole discretion, we consider that we are legally obliged or authorized to do so or it would be prudent to do so;
• As part of due diligence relating to (or implementation of) a merger, acquisition or other business transaction we may need to disclose your data to the prospective seller or buyer and their advisers.

Retention periods
We need your personal data to serve you well. This also primarily determines the period we keep your personal data. Our basic principle is that we keep personal data only for as long as is necessary to provide you with the service. After this, we will delete your personal data.

In some cases, we are legally obliged to keep personal data for longer. For example, tax law requires us to keep tax-relevant personal data for seven years.

Personal data may be deleted at an earlier point in time if DockHolland receives notice from you to delete your personal data, except where DockHolland is still required to retain such data by law and/or regulation or, for example, in connection with ongoing proceedings.

Protection of personal data
We take appropriate organisational and technical security measures to protect your data against accidental loss and unauthorised access, use, alteration and disclosure. You are also responsible when it comes to protecting your data by, for example, not sharing your account data with third parties.

There are occasions when we transfer and/or store your personal data outside the European Economic Area (EEA). We have taken appropriate measures to protect your personal data and process it in accordance applicable laws and regulations. These appropriate measures include contractual provisions and appropriate security measures.

Your rights as an employee

Rights of data subjects
If you want to exercise any of your rights, please email us at This email address is being protected from spambots. You need JavaScript enabled to view it.. If you contact us by email to exercise your rights, we may ask you to identify yourself before any action is taken at your request.

• Right to access and obtain a copy of your personal data
  You are entitled to request confirmation whether we process any of your personal data. Where this is the case, you may have access to your personal data and to certain information about how it is processed. In some cases you can ask us to provide you with an electronic copy of your personal data. If there is a self-service system, we really encourage you to access to it and update it yourself.
• Right to correct your personal data
  If you can demonstrate that personal data we hold about you is not correct, you can ask that this information is updated or otherwise corrected. If there is a self-service system, we really encourage you to access to it and update it yourself.
• Rights to restriction and/or be forgotten/have data deleted
  If we do not need to retain or process the data for any other reason, you may request that we stop or restrict the processing or delete (some or all of) your personal data.
• Right to object
  As far as dockHolland processing of your data is based on its legitimate interest (and no other processing ground) or relates to direct marketing, you are entitled to object to dockHolland processing your data by reference to your particular situation.
• Right to Data portability
  You have the right to Data portability, also known as transferability of Data. It has to be noted that the privacy of others may not be harmed in the fulfillment of this kind of a request.

We do our best to handle your personal data as well as possible. If you nevertheless have a complaint about the way we collect, store or use your personal data, please let us know by sending your written question or complaint to the Legal Affairs department at This email address is being protected from spambots. You need JavaScript enabled to view it. or by post at Industrieweg 130 A, 3044AT in Rotterdam, The Netherlands.

If you are not satisfied with the way your request has been handled or when you have a complaint, you can always contact the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) via the website www.autoriteitpersoonsgegevens.nl or the Data Protection Authority in your country (https://www.edpb.europa.eu/about-edpb/about-edpb/members_en).

Modifications
As we cannot rule out the possibility that our services may change in the future, this privacy statement could also change in certain respects. We encourage you to consult this privacy statement regularly so that you are aware of any changes.

This version was drafted in May 2025.