Privacy policy

Elka Pieterman Holland B.V. (hereafter "Elka Pieterman") respects your privacy and is careful with your personal information. How do we do this? We would like to explain that further down below. Read our privacy statement carefully so that you know how we obtain and use personal data. If you have any questions after reading this page, please let us know via our Customer Service, call +31 (0)76-593 93 93 or mail to privacy@elka.nl.

1. What personal data do we process?

Elka Pieterman processes your personal data because you use our services and/or because you have provided this information to us. Below is an overview of the personal data we process:

• First name and surname,
• Gender,
• Date of birth,
• Function,
• Address data,
• Telephone number, Mobile number, fax number,
• E-mail address.

2. What special and/or sensitive personal data do we process?

We do not collect special personal data, such as citizen service number, religion, philosophy of life, race, political preference, health, sexual life, trade union membership, criminal history and the like. Elka Pieterman also does not intend to collect data about website visitors who are younger than 16 years. We also do not ask applicants to provide us with these special personal details.

3. For what purpose and on what basis do we process personal data?

Elka Pieterman processes your personal data for the following purposes:

• To create a customer account so that we can send your order, send your invoice and process your payment.
• So that we can address you with the right data and only inform you about products/services that may be of interest to you.
• To contact you to answer questions.
• To inform about news, offers and promotions via e-mail.
• To handle application procedures in the correct manner.
• We also process personal data if we are legally obliged to do so, for example if we need it for our tax return.

4. How long do we store your data?

Elka Pieterman does not store your personal data longer than is strictly necessary to realize the purposes for which your data is collected. Down below we will explain which personal data we collect and what the retention period of the data is.

4.1 Customer account

If you fill out the customer registration form on our website, you will be asked to share all kinds of information with us. We will retain the data of a customer account as long as you do not withdraw your consent. If you wish to cancel the created account, the following personal data will be deleted within 4 weeks at the latest: personal e-mail addresses, initials, surnames, gender, birth dates, and functions. The general company details, transaction data and order history are stored by us for 7 years for the Tax Authorities. Do you have a sole proprietorship? We will then also delete all name and address data, general e-mail addresses, telephone numbers, fax numbers and corporate website(s). Your customer account details are visible for our IT, Export and Marketing departments.

4.2 Information request

If you fill out the information request form on our website, the following mandatory information is required: company name, place, e-mail address, surname and gender. We use this information to answer your question in a correct way. Your request will be forwarded to the relevant department that is responsible for the follow-up. These are employees in the IT, Export and Marketing departments. The data is stored in the database of Netivity forms and will be removed after no later than 4 weeks.

4.3 E-mail updates

As a customer you can sign up for our e-mail updates. We inform interested parties about our products, services and offers. The only information you are required to enter when registering for the e-mail updates is your e-mail address. We strive to make our newsletters personal so that the information you receive is in line with your interests. For that reason, you can add or change your profile yourself. Depending on the information you share with us, we will store it in our Mailplus mailing software from Spotler. The personal data below can be registered:

• E-mail address,
• First name and surname,
• Gender,
• Date of birth,
• Mobile number,
• Function,

Your company details, such as name and address details, telephone numbers, fax number, website(s), turnover data and areas of interest are also linked to your profile, so that we can send you targeted offers. The information is retained for as long as you stay registered and can be viewed by the IT and Marketing departments of Elka Pieterman.

Each newsletter contains a link with which you can unsubscribe yourself. You can also unsubscribe by sending an e-mail to our Marketing department. After unsubscribing for the newsletter, we will delete all data collected in correspondance to your e-mail address in the e-mailing program.

4.4 Chat conversation

If you contact us via the chat function in our webshop, you will be asked to enter your name and customer number. We use this information to make the chat conversation more personal and to contact you if the chat is suddenly closed due to technical problems. The chat conversation is stored in the chat software of Trengo. The conversation can be viewed by the Customer Service staff.

4.5 Applications

If you fill out the application form on our website, you will be asked to leave us all kinds of personal information, including a motivation letter and resume. In addition, a video application or assessment can also be part of the procedure. We use all this information to form a good picture of the candidate. Your data will initially only be used by our HR department. If you are invited for an interview, the employees who conduct the interviews with you will also have access.

After the application procedure has been completed we will delete your data within 4 weeks. In some cases, it may be that we want to keep your data longer (up to 1 year) for future vacancies. If so, we will always contact you in writing to request your permission. As a candidate you have the right to inspect, correct and delete the archived data. Please send an e-mail to pz@elka.nl.

5. Sharing personal data with third parties

Elka Pieterman will not sell your information to third parties and will only provide this information if this is necessary for the execution of our agreement with your company or to comply with a legal obligation. With companies that process your data under our authority, we conclude a processor agreement to ensure the same level of security and confidentiality of your data. Elka Pieterman remains responsible for these processing operations. In the event of a suspicion of fraud or abuse, we can hand over personal data to the competent authorities.

6. Cookies

A cookie is a small text file that is stored in the browser of your computer, tablet or smartphone when you first visit our website. This file keeps track of the visited internet site and contains a number of details about this visit.

Elka Pieterman uses functional, analytical and tracking cookies with purely technical functionality. They ensure that the website works properly and that, for example, your preferred settings are remembered. We use cookies to give you a better experience and to facilitate your access on subsequent visits. They help us to better understand the surfing behavior and use of our site, so that we can optimize it. On your first visit to our website we have already informed you about these cookies and we have asked for your permission to place them.

You can opt out of cookies by setting your internet browser so that it does not store cookies anymore. Keep in mind that it is possible that our website will no longer work optimally. In addition, you can also delete all information previously saved via the settings of your browser.

7. Google Analytics

On the website of Elka Pieterman we use Google Analytics to analyze the operation of the site and to measure the efficiency of traffic sources. Google may provide this information to third parties if Google is legally obliged to do so, or if third parties process the information on behalf of Google. We have no influence on this. We have not allowed Google to use the obtained analytical information for other Google services. The information that Google collects is anonymized as much as possible. Your IP address will not be given.

8. View, modify or delete data

8.1 Right of inspection, correction and removal

You have the right to view, correct or delete your personal data. In addition, you have the right to withdraw your consent to the data processing or to object to the processing of your personal data by Elka Pieterman and you have the right to data portability.

This means that you can submit a request to us to send the personal data that we hold from you in a computer file to you or another organization mentioned by you. You can send a request for access, correction, deletion, data transfer of your personal data or request for cancellation of your consent or objection to the processing of your personal data to privacy@elka.nl.

To ensure that the request for access has been made by you, we ask you to send a copy of your ID with the request. Make your passport photo, MRZ (Machine Readable Zone, the strip with numbers at the bottom of the passport), passport number and Citizen Service Number black in this copy. This is to protect your privacy. We will respond to your request as quickly as possible, but no later than 2 weeks.

8.2 Complaint about the use of personal data

If you feel that our site is not in accordance with our privacy statement, please contact us via our Customer Service. We would also like to point out that you have the opportunity to file a complaint with the national supervisory authority, the Dutch Data Protection Authority. This can be done via the following link.

9. How do we protect your data?

Elka Pieterman takes the protection of your data seriously and takes appropriate measures to prevent misuse, loss, unauthorized access, unwanted disclosure and unauthorized modification. If you feel that your data is not properly secured or there are indications of abuse, please contact our Customer Service. Marij ten Veen is responsible for the security of data within Elka Pieterman. She can be reached via privacy@elka.nl.

10. New purposes

Elka Pieterman may use your information for new purposes that are not yet provided for in our current privacy statement. In that case, we will contact you to inform you of the changes to our regulations for the protection of personal data and to give you the opportunity to refuse your participation.

11. Want to know more?

For all additional information about the protection of personal data, please visit the website of the Dutch Data Protection Authority.