Privacy and cookie statement Protinus IT

Protinus IT B.V. (hereinafter: Protinus) has the following websites, namely a general website (www.protinus.nl), a webshop (www.itshop.nl) and an online customer portal (www.nexusonline.nl ). We process personal data in the context of the services we offer. This privacy and cookie statement explains which of your personal data we process on these websites and what we do with it.

Our privacy and cookie statement in brief
Your privacy is very important to us. We therefore comply with the General Data Protection Regulation (GDPR). This means that we:

• Clearly state our purposes before we process your personal data, via this privacy and cookie statement.
• Store as little personal data as possible and only the data that is necessary for our purposes.
• Explicitly request consent for the processing of your personal data, if consent is required.
• Take the necessary security measures to protect your personal data. We also impose these obligations on parties that process personal data for us.
• Respecting your rights, such as the right to access, correct or delete your personal data that we process.

For what purposes do we use your personal data?
We obtain various personal data from you. For each purpose, we indicate what data we obtain from you, for what purpose we process this data and how long it is stored. If you have any questions or would like to know exactly what data we keep about you, please contact us. The contact details can be found at the bottom of this privacy and cookie statement.

Contact and complaint handling
When you send us an email, fill in the contact form on the website, contact us by telephone, or contact us in any other way, you are accepting our offer to enter into contact with us (legitimate interest and/or performance of the agreement).

For this purpose, we process the following personal data:

• Name
• Business information (if you are contacting us for business purposes)
• Contact details (e-mail address and telephone number)
• Any information you wish to include in the message

We store these contact moments with the personal data you have provided for the purpose of conducting the contact and, if necessary, handling your complaint. We retain this information for as long as necessary for this contact or for a maximum of two years after we last had contact with you, because we want to be sure that we have handled your question or complaint properly.

Use of personal data for orders and customer accounts
When you use our webshop or customer portal as a customer, we process personal data in order to handle your orders correctly and give you access to your account. We also process data when you return an order.

Purposes of processing:

• Creating a customer account
• Placing, processing and delivering orders
• Displaying order status
• Processing return requests (RMA)
• Customer contact and service provision

Personal data we process:
Depending on the specific purpose, we process (some of) the following data:

• First and last name
• Salutation
• Company name and Protinus customer number
• Address details (address, house number, postcode, town)
• Contact details (email address, telephone number, fax number if applicable)
• Date of birth
• Payment and invoice details
• Order and product details (e.g. item number, complaint description, serial number)
• IP address and account details
• Your reference and content of messages
• Any additional information necessary for the performance of the agreement

Basis for processing:

• The performance of the agreement with you
• Our legitimate interest in providing service (such as with RMAs)
• Compliance with legal obligations (such as tax retention periods)

We retain your data for as long as you are a customer of ours and for as long as is necessary for the performance of our services, with due observance of the statutory retention periods (e.g. for invoices and warranty processing). Your data will then be securely deleted.

Your details will not be shared with third parties unless this is necessary for the execution of the agreement (for example, with suppliers in the case of returns).

Satisfied customers
Our website features stories from satisfied customers and partners, including photographs. This visual material may be produced by us or by our various business partners.

For this purpose, we process the following personal data:

• Name
• Visual material
• All information you disclose about yourself in visual material (photographs)
• All information you enter yourself as the content of a message

We do this based on the consent you have given us. We store this information until you withdraw your consent. You can withdraw your consent at any time by contacting us.

Become a partner
Would you like to bring your company to the attention of our website visitors? Then you can promote your company through our network (implementation of the agreement).

For this purpose, we process the following personal data:

• Salutation
• Name and contact details of the contact person
• Position
• Business details
• Address details
• Invoice details
• Any information you wish to include as the content of a message

We retain this data for the duration of the collaboration, or for two years after you have indicated that you wish to become a collaboration partner. We retain some data for longer if we are legally obliged to do so (for example, due to the seven-year tax retention obligation).

Newsletters
We periodically send out a newsletter by email containing promotions, discounts, the latest products and other information from Protinus. Based on your account and your interaction with our newsletters (such as clicking on links), we can send you personalised messages.

For this purpose, we process the following personal data:

• Salutation
• First and last name
• Email address
• Information about your clicking behaviour within the newsletter

We will retain your data until you unsubscribe from our newsletter. If you no longer wish to receive the newsletter, you can unsubscribe at any time via the link at the bottom of the newsletter.

Savings advice
On our website itshop.nl, we offer you the opportunity to contact Protinus IT via a form for no-obligation savings advice. You can indicate that you are interested in one of our services, for example in the area of smart contract forms, market-based solutions or sustainable IT products.

For this purpose, we process the following personal data:

• Name of your organisationSalutation
• First and last name
• Address details (address, postcode and town)
• Telephone number
• Fax number (if provided)
• Email address
• Your savings targets/comments

We process this data on the basis of our legitimate interest in offering and improving our services and, where applicable, on the basis of your consent. Your data will not be used for any other purposes and will not be shared with third parties, unless this is necessary for the provision of the requested service.

We do not retain your data longer than is necessary for the purpose for which it was collected, unless we are legally obliged to retain it for longer.

Working at Protinus
Have you responded to one of our vacancies or submitted an open application? In that case, we will process your personal data in order to process your application and prepare for the possible conclusion of an employment contract.

For this purpose, we process the following personal data:

• First and last name
• Address details (address, house number and postcode)
• Contact details (e-mail address and telephone number)
• Curriculum Vitae
• Cover letter
• Passport photo
• Salary indication
• References
• Any other information you wish to include with your application

We will retain your application details for up to four weeks after the position has been filled. We retain this information so that we can contact you if the position becomes available again during the probationary period. If we are unable to offer you a position at this time, we may retain your application details for an additional year, with your consent. You can withdraw your consent at any time by sending us an email. If you come to work for us, we will store your application details in your personnel file. This file will be kept for as long as necessary and, with regard to the application details, for up to 2 years after you start working for us.

When may we share your personal data with third parties?
Protinus will only share your data with third parties if this is permitted under current legislation. We may provide your personal data to third parties because:

• We have engaged them to process certain data;
• We have a legal basis for doing so;
• We are legally obliged to do so (for example, if the police demand it in the event of a suspected crime).

The parties that process personal data on our or your behalf are:

• IT suppliers and service providers
• Hosting party
• Cookie service providers
• Payment service providers and collection agencies
• Marketing companies
• Partners
• External consultants and intermediaries
• Government agencies (including the Tax and Customs Administration, local authorities)

International transfer of personal data
Some of our suppliers are located outside the European Economic Area (EEA). When sharing your personal data with these parties, we take appropriate safeguards to protect your privacy.

The European Commission has adopted an adequacy decision for 15 countries. Based on an adequacy decision, personal data can be safely transferred from the EEA to companies in these countries without the need for additional data protection safeguards.

If we share data with companies in other countries without an adequacy decision (or American companies that are not covered by the EU-US Data Privacy Framework), we take additional protective measures in the form of so-called appropriate safeguards. This means that we take extra action to protect your personal data. We use standard contractual clauses (‘SCCs’) for this purpose, among other things.

When we transfer your personal data to parties outside the EEA on the basis of SCCs, you have the following rights:

• Request information about the transfer, including a copy of the SCCs.
• Contact both us and the receiving party for information.
• Submit complaints to the receiving party, the Information Commissioner’s Office, a competent court in the EEA or an independent dispute resolution body.
• Claim compensation in the event of a breach of the SCCs.

These rights are in addition to your general privacy rights under the GDPR.
This privacy and cookie statement applies exclusively to the services of Protinus and not to other websites that are accessible via our website.

Social media buttons
On our website, we use social media buttons that redirect you to LinkedIn. This gives you the option to follow us and share content within the network. You will also encounter advertisements on your social media page. The buttons work because of pieces of code that originate from LinkedIn. If you would like to know what LinkedIn does with your personal data, please read the LinkedIn privacyverklaring.

Cookies
On our websites, we only use functional cookies from ourselves and third parties. Cookies are small files that can be automatically stored on or read from the visitor’s device (such as a PC, tablet or smartphone) when visiting a website. This is done via the web browser on the device. We do not require permission for these cookies.

How is your personal data protected?
The security of personal data is of great importance to us. We therefore take appropriate technical and organisational measures with regard to the processing of personal data, against loss or any form of unlawful processing (such as unauthorised access, damage, alteration or disclosure of personal data). We continuously adapt our security measures and pay close attention to what could go wrong.

What are your privacy rights?

• Right of access: You have the right to access the personal data we process about you.
• Right to rectification: you have the right to correct or supplement the personal data we process about you if it is incorrect or incomplete.
  Right to object: you may object to the processing of your personal data, including for direct marketing purposes.
• Right to erasure: you may request us to erase your personal data.
• Right to withdraw your consent: if you have given us consent to process personal data, you may withdraw this consent at any time.
• Right to data portability: if technically possible, you have the right to have the personal data we process about you transferred to a third party.
• Right to restriction of processing: in some cases, you may request us to restrict the processing of your personal data (whether temporarily or not).

When you make your request, we may ask you to identify yourself. We request this information to ensure that you are the rightful owner of the personal data.

In principle, we will comply with your request within 30 days. However, this period may be extended for reasons related to specific privacy rights or the complexity of the request. If we extend this period, we will inform you in good time.

If you wish to exercise any of your rights, please let us know via info@protinus.nl.

Changes to the privacy statement
If our services change, we will of course also have to amend the privacy statement. So always check the date at the top of this document and check regularly for new versions.

Questions or complaints
If you have any questions or wish to submit a complaint about the use of your personal data, please send an email to info@protinus.nl. We will handle every question and complaint internally and communicate this with you. If you feel that we are not helping you in the right way, you have the right to submit a complaint to the supervisory authority. This is called the Autoriteit Persoonsgegevens (Personal Data Authority).

Contact details
Protinus IT B.V.
Waterveste 1
3992 DB Houten

Email address: info@protinus.nl
Telephone: 030 7440744
Chamber of Commerce number: 51121107