Privacy Statement

1. Introduction

The Pollux Group, hereinafter referred to as Pollux, places great importance on the careful and secure handling of privacy-sensitive information belonging to its website visitors, candidates, employees, and independent contractors. Pollux has therefore prepared this privacy statement.

Pollux handles and protects the personal information entrusted to it with the utmost care. With this privacy statement, Pollux provides you with insight into how it handles your personal data in various situations in accordance with the General Data Protection Regulation (GDPR).

2. Who We Are

The Pollux Group includes, among others: Pollux Personeelsdiensten B.V., Pollux Detachering B.V., Themis B.V., and Pollux Lodgement & Transport B.V., located at Ettenseweg 6, 4706 PB Roosendaal.

Pollux is the data controller within the meaning of the GDPR and, as such, has control over the processing of personal data and determines the purposes and means of such processing.

Pollux engages other companies to provide services on its behalf. In addition, Pollux uses external recruitment agencies. In these situations, Pollux remains responsible for the processing of your personal data. Pollux enters into contractual agreements with these companies through a data processing agreement regarding the handling of your personal data, ensuring that your privacy is protected.

3. Technical Information

When you visit our website, the website automatically collects information about our visitors’ devices. This includes, for example, information about the device used to visit the website, your device’s IP address, your Internet Service Provider’s IP address, the operating system you are using, the date and time of your visit, the URL of the website from which you were directly linked, the pages you visited and the information you viewed on the website, your geolocation, and the content you upload to and download from the website.

We use this technical information to manage the website and to improve the quality and effectiveness of our website.

4. Cookies

Pollux uses cookies and web analytics. This allows us to see how visitors use our website. As a result, we can better tailor our website to our visitors’ preferences.

Cookies are small pieces of information that are stored on your computer. The next time you visit our website, these small pieces of information are recognized, which makes your visit easier.

5. When do we collect your personal data?

We are permitted to store and process your data in the following cases:

If you have given Pollux written consent to process your personal data for one or more specific purposes.
If the processing is necessary for the performance of a contract to which you are a party, or to take steps at your request prior to entering into a contract.
If processing is necessary to comply with a legal obligation to which Pollux is subject.
If the processing is necessary to protect your vital interests or those of another person.
If the processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in Pollux.
If the processing is necessary to protect the legitimate interests of Pollux or a third party, unless your interests or the fundamental rights and freedoms that require the protection of your personal data outweigh those interests.

6. Why Do We Collect Your Personal Data?

Your personal data is used to provide the services offered to you as effectively as possible, including temporary staffing, secondment, placement, payroll, housing, transportation, payroll administration, human resources management, personal development and employability, and recruitment and selection.

Pollux uses your data for the following purposes:

Bringing together supply and demand in the labor market.
To inform you about interesting offers for products and services from Pollux and third parties.
For the purpose of monitoring attendance in relation to work.
Record and process hours worked in our payroll system.
We can assess your qualifications and availability in connection with our placement services for permanent or temporary employment or a contract, which may also involve reviewing test results.
Newsletters and promotional offers that may be of interest to you, but only if you have subscribed to them.
To establish and maintain an employment or staffing/recruitment relationship with you and to handle the relevant administrative tasks in connection therewith.
To fulfill our reintegration obligations and thereby comply with government regulations.
Helping people who are far removed from the labor market find work.
To formalize an assignment with the client in a contract with the client, and to maintain and fulfill the contract with the client.
We process data on behalf of our clients as part of a pre-employment screening.
Promoting your personal development and employability, including training, education, and testing.
Management purposes, including management information, ensuring internal controls and operational safety, and conducting audits and financial audits.
Quality objectives, such as certification.
Apply for grants, premium discounts, and similar benefits.
If we have entered into an employment or staffing/recruitment relationship with you, to ensure compliance with laws and regulations, including but not limited to identification requirements, labor laws, tax and social security laws, anti-fraud measures, and national and international sanctions laws.
Providing housing—if desired.
Transportation services—if desired.
To protect the public health of the Dutch population.

7. What personal data do we collect from you?

If you are a job seeker, candidate, seconded employee, (temporary) employee, self-employed individual, and/or a business contact of Pollux, Pollux may process the personal data listed below. You are responsible for ensuring that the personal data you provide is accurate and up-to-date.

Job seeker or candidate

Name and address information, email address, phone number, and other contact information.
Birth information, age, gender.
Resume (CV), information about education, internships, and work experience.
Information about training courses, educational programs, and/or tests that you have taken on your own or through us.
Information about availability and leave.
Other information that may be relevant in assessing the candidate’s suitability, such as references, certificates, and details regarding work experience.
Optional: other content you use to introduce yourself (video, photo).
Data other than that mentioned above, the processing of which is required by law or is necessary for the application of the law.

Seconded employee, (temporary) employee, and self-employed individual

If you are able to work for Pollux or its clients, are currently working for them, or have worked for them in the past, Pollux may process the following data:

Name and address information, email address, phone number, bank and/or giro account number, and other contact information.
Birth information, age, gender.
Resume (CV), information about education, internships, and work experience.
Information about training courses, educational programs, and/or tests that you have taken on your own or through us.
Information about availability and leave.
Nationality, BSN, and proof of identity (copy of ID), and any work permit.
Data collected as part of a pre-employment screening.
Information regarding the nature and content of previous job placements, as well as the circumstances of their termination.
Other information that may be relevant in assessing the candidate’s suitability, such as references, certificates, and details regarding work experience.
Other data related to personnel, payroll, and absence tracking.
Optional: other content you use to introduce yourself (video, photo).
Data other than that mentioned above, the processing of which is required by law or is necessary for the application of the law.
Registration for the purpose of maintaining trip records.
Registration for the purpose of transportation planning.
Registration for the purpose of obtaining health insurance.
Register with the BRP and RNI to obtain a BSN number.

8. Third Parties

Pollux may disclose your personal data to other Pollux entities, its clients, subcontractors (such as data processors) who provide services or carry out assignments on behalf of Pollux, suppliers, government agencies, and other business partners. And in all other cases where we may be required to do so, for example, by a court order or a court judgment.

The disclosure of personal data is based on a legitimate interest, a legal obligation, and/or the performance of the agreement, in accordance with the purposes listed under “Why do we collect your personal data?”.

Your personal data may be transferred outside the Netherlands. Pollux has taken the necessary measures to ensure that the transferred personal data is adequately protected.

9. Your Rights

We are committed to ensuring that you can easily exercise your rights regarding the processing of your personal data. If you wish to exercise any of the rights listed below that apply to you, please contact us as described below. In the unlikely event that we have provided incorrect personal data about you, we will correct it.

Access to Data

You may contact us at any time through the data protection officer and request that we specify which (categories of) data we process about you, for what purposes, from which sources the data comes, and what retention periods we apply.

Edit Information

If you wish to have your personal data updated, you must submit a written request to Pollux via email kwaliteit@pollux.nl or by mail addressed to Pollux, Ettenseweg 6, 4706 PB Roosendaal. Our employees are authorized to ask you to verify your identity to us.

Restricting the Processing of Your Data

If you disagree with the content of the data we hold about you, you may submit a written request to temporarily restrict the processing of your data. We will then refrain from disclosing your data until you believe it is correct again.

You may submit a request to restrict processing at any time in writing via email kwaliteit@pollux.nl or by mail addressed to Pollux, Ettenseweg 6, 4706 PB Roosendaal, Attn: Data Protection Officer (DPO).

If we restrict the processing of your personal data, we will notify you in writing.

Right to Data Portability

You may request the personal data we hold about you in a structured, commonly used, and machine-readable format from the Data Protection Officer (DPO). You are fully free to transfer this information to a third party.

Right to be forgotten

If you no longer wish to use our services, you may submit a written request to the Data Protection Officer (DPO) to have all your personal data deleted.

You can do this at any time by emailing kwaliteit@pollux.nl or by sending a letter to Pollux B.V., Ettenseweg 6, 4706 PB Roosendaal.

We cannot comply with your request if Pollux is required by law to retain your data in accordance with the statute of limitations. Once this period has expired, we will immediately delete your data and notify you accordingly.

You may also withdraw any consent you have given for the processing of your data at any time. We will cease processing your personal data for which you had given consent. However, withdrawing your consent does not affect any processing that has already taken place.

Right to Object

You have the right to object to the processing of your personal data at any time based on your specific situation.

Procedure, Response Time, and Costs

We will endeavor to process your requests as described in this section as quickly as possible, but no later than one month. We are required to verify your identity before we can comply with your requests. In principle, your requests will be processed electronically, unless that is not possible or you request otherwise.

In principle, we will not charge you any fees for processing your aforementioned requests, unless your requests are excessive, manifestly unfounded, or if you request additional copies in connection with your right of access.

10. Data Protection Officer

Pollux has appointed a data protection officer who oversees the application of and compliance with privacy regulations within the organization.

You can contact the Data Protection Officer in writing at kwaliteit@pollux.nl or by mail at Pollux, Ettenseweg 6, 4706 PB Roosendaal, Attention: Data Protection Officer.

11. Security

Pollux does everything in its power to provide optimal protection for your personal data against unauthorized use. We do this through physical, administrative, organizational, and technical measures. For example: only authorized individuals have access to the data.

If and to the extent that data is provided to data processors who provide services or carry out assignments on its behalf, Pollux has agreed with them that they, too, will ensure the highest level of security for the personal data.

12. Retention Period

Pollux does not retain personal data for longer than is necessary for the purpose of the processing and in accordance with the statutory retention periods.

13. Questions, Comments, Complaints, or (Suspected) Data Breaches

If you have any questions, comments, or complaints regarding Pollux’s protection of your personal data, please contact us in writing at kwaliteit@pollux.nl or by mail at Pollux B.V., Ettenseweg 6, 4706 PB Roosendaal.

If you do not agree with Pollux’s use of your personal data, you may also file a complaint with the Dutch Data Protection Authority.

14. Changes

Pollux reserves the right to amend or modify this privacy statement. None of the provisions in this privacy statement are intended to create any obligation or agreement between Pollux and a data subject.

15. Miscellaneous Provisions

The provisions of this privacy statement and any disputes arising therefrom are governed by Dutch law.