Privacy statement TMS B.V.

How do we handle the personal data of our website visitors, prospects/clients, job applicants, and employees? You can read about it in our privacy statement.

General: TMS code of conduct

Our employees and those who work for us (our suppliers) are familiar with our code of conduct and abide by it.

• We respect the data privacy of all our relations.
• We take great care of the data entrusted to us.
• We ensure that unauthorized persons cannot access the data entrusted to us.
• We do not collect more data than necessary to maintain the business relationship and our shared objective.
• We do not keep data longer than necessary or required.
• If our suppliers or clients receive confidential information from us, we impose the same obligation on them.
• If we collect data from a visitor/user or combine it from multiple sources, we will disclose this unambiguously and indicate our intended objective and the benefit to the visitor/user.
• We are transparent about the data we have stored of a visitor/user.
• If technically possible, we give the visitor/user the possibility to change, erase, or transfer their data themselves.
• We do not provide, share or sell any traceable data to any other party unless we have asked for and received explicit permission to do so.

About us

TMS provides software solutions in the HR domain with its Talent Manager, Teampeak, Quest, and Opportunity Wall product suites. The objective of our software is to enable employees and organizations to get more out of their talent.

We are located at the following address: Baronielaan 4, 4818 RA Breda.

Please contact Miente Bakker for privacy-related questions at phone number 076 2050674, privacy@teampeak.nl.

You can submit a request for inspection, amendment, and/or erasure of personal data via privacy@teampeak.nl.

If you feel that we are not handling your data properly, you can file a complaint with privacy@teampeak.nl and the Dutch Data Protection Authority.

Data privacy is also a top priority in the systems we develop. If you suspect a security problem or a data breach, please report it to privacy@teampeak.nl.

Whose personal data do we process and why?

We process data from different target groups (website visitors, prospects/clients, job applicants, and employees) and for various purposes.

The data is only shared with third parties contracted for this purpose unless we are obliged to do so, for example, by a court order or ruling.

• We use cookies and tracking codes to record how website visitors use the website. This enables to improve the website and to adjust the product range.
  If you object to this, you can block the placing of cookies yourself (see Visiting our website).
• If you request information as a prospect via the website, we will store the provided information in our CRM system. We process this information to inform you about products and services. If there is no further contact, we will erase your data after two years.
• If you have subscribed to our newsletter, you can unsubscribe via each newsletter.
• If you become our client, we will expand the data with the information required for contractual and administrative obligations. We keep client data for seven years in accordance with the Dutch fiscal retention obligation.
• As a job applicant, you provide us with personal data so that we can assess your application. If we do not employ you, we will erase this data within four weeks after our last contact (unless you give us permission to keep it longer, for example, for future job opportunities, in which case we will keep your data for a maximum of one year).
• If we hire you as an employee, we expand the personal data with the information required for the employment contract and administrative obligations. We erase this data five years after you leave our company. Certain personal data may be kept longer, for example, for claims, audits, and legal/fiscal obligations.

Website visitors

When visiting this website, you will receive functional, analytical, and marketing cookies. Cookies are small text files that make it possible to track which parts of the website are visited, how often and with which devices (PC, tablet, phone, etc.), and from which IP address. You can find more information about the cookies, their retention period, and how you can remove or block them yourself via the cookie pop-up.

Prospects and clients

We receive personal data from employees/representatives of organizations via the contact form on this website and other sources.

It concerns:

• The organization’s name
• The name of the employee/representative
• Job title
• Address
• Telephone number
• E-mail address
• Website
• Tax number
• CoC number
• IBAN number
• Contact and telephone records

We store this data in TMS’s CRM system, in contracts, and in the financial records. The data is not shared with third parties except for the party contracted for administrative processing purposes.

For prospects, we apply a retention period of two years after the last contact. For clients, we adhere to the Dutch fiscal retention obligation of seven years.

TMS job applicants and employees

If you apply to TMS, we will process the following data about you:

• Name
• Address
• Date of birth
• Telephone number
• E-mail address
• Education
• Work experience
• References
• Contact and telephone records

The data is stored in the ATS of TMS. If we do not employ you, we delete this data after four weeks unless we have agreed otherwise with you.

If we employ you, we will complete the data to create a full personnel file. This includes, for example:

• Social security number
• A copy of an identity document
• A copy of a work permit, residence permit
• Possibly copies of policies, diplomas, and other documents
• Employment contract
• Assessments
• Vacation and absence registration
• IP address (for example, for a whitelist)

You are responsible for the accuracy and relevance of the data you provide.

The data is stored in your personnel file. Only the authorized employee and you have access to this file. We only record special personal data if necessary to comply with our legal obligations or if you have given us your permission to do so. The term special personal data refers to data relating to race, religion or belief, political affinity, health, sexual preference, union membership, criminal data, and/or personal data about unlawful or undesirable conduct.

Security

We do everything in our power to optimally secure your personal data against unlawful use. We do this using a comprehensive set of organizational and technical measures. If we provide data to a processor who provides us with a service, then we have made proper arrangements regarding this in the processing agreement.

Are you a client/responsible party, and is TMS your processor? If so, you have, of course, received a processing agreement, and you can inspect TMS’s complete privacy and data protection policy, including all technical and organizational measures, by appointment (at the TMS location).

Amendments

We may make changes, additions, or modifications to this privacy statement. The most recent version of this privacy statement is always available on the TMS website.