Privacy policy

Which personal data does B&O Security Group B.V. process?

Depending on the nature of the contact, B&O Security Group B.V. may process the following personal data:

• Name and contact details: first and last name, address, town or city, phone number, email address;
• Company details: company name, legal form, Chamber of Commerce number, VAT number, job title;
• Financial details: payment and invoicing information, bank account number;
• Communication data: messages you send by email, through forms, at intake or via social media;
• Assignment data: documents and information needed for advice, guidance or the performance of an agreement;
• Identification data: a copy of an identity document or a certificate of conduct (VOG), only where necessary for the assignment;

In principle, B&O Security Group B.V. does not process special categories of personal data within the meaning of article 9 GDPR. In exceptional cases additional or sensitive data may be processed, such as identification and verification data (for example a certificate of conduct (VOG) or diplomas), where this is necessary for the nature of the services or follows from a legal obligation.

This data is processed solely for the specific purpose for which it was provided and is not kept longer than necessary.

Where special categories of personal data are involved, they are processed only on a valid legal basis, such as explicit consent or a legal obligation.

Contact through the website, email or social media

When you contact B&O Security Group B.V. through the contact form on the website, by email, by phone or via social media, personal data necessary to handle your message is processed, such as:

• name and contact details;
• email address;
• phone number;
• company name;
• any additional details you provide yourself;
• the content of the message.

This data is processed in order to answer your question, to contact you and to deal with your request.

Legal basis: legitimate interest.

Performance of an agreement

When you use the services of B&O Security Group B.V., personal data necessary for the performance of the agreement is processed, such as:

• name and contact details;
• date of birth;
• citizen service number (BSN) / certificate of conduct (VOG);
• company details;
• payment and invoicing details;
• data necessary for carrying out the assignment.

This data is processed in order to perform the agreement and to deliver the agreed services.

Legal basis: performance of the agreement.

Administration and invoicing

B&O Security Group B.V. processes personal data necessary for keeping proper records and meeting tax obligations, such as:

• name and contact details;
• company details;
• invoicing and payment details;
• bank account number.

This data is processed in order to draw up invoices, process payments and meet statutory administrative obligations.

Legal basis: legal obligation.

How does B&O Security Group B.V. receive this data?

B&O Security Group B.V. receives personal data through direct channels only. You provide this data through:

• email or telephone contact;
• the contact form or registration form on the B&O Security Group B.V. website;
• social media channels;
• intake forms, introductory meetings or quote requests;
• documents you supply for an assignment;
• payments or invoicing.

For which purposes does B&O Security Group B.V. process personal data?

B&O Security Group B.V. processes personal data only where this is needed to deliver services carefully and professionally, to maintain contact or to meet legal obligations. The purposes for which B&O Security Group B.V. processes personal data are general and apply across different forms of service.

Personal data is processed, among other things, to contact you, to handle your request or question and to give you access to the products or services of B&O Security Group B.V. In addition, B&O Security Group B.V. processes personal data to prepare, draw up or perform an agreement, including sending documents, making appointments and carrying out assignments.

Personal data may also be processed for administrative purposes, such as drawing up invoices, processing payments and keeping proper financial records. In some cases it is necessary to process data in connection with the maintenance or security of systems, or to keep you informed of changes to the services of B&O Security Group B.V.

If you have explicitly signed up for a newsletter or business update, B&O Security Group B.V. may use your data to send it. In all cases, B&O Security Group B.V. processes no data for purposes other than those described above, unless you have given prior consent or there is a legal basis for it.

What is the legal basis for processing?

B&O Security Group B.V. processes personal data only on one of the legal bases set out in article 6 of the General Data Protection Regulation (GDPR). Depending on the situation, this is:

• the performance of an agreement, or taking steps prior to entering into one;
• a legal obligation, such as the statutory retention period for tax records;
• consent of the data subject, where explicitly given;
• a legitimate interest, such as internal administration, quality assurance or communication with clients.

Where processing takes place on the basis of consent, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing carried out before the withdrawal.

With whom does B&O Security Group B.V. share personal data?

Personal data is shared with third parties only where this is necessary for the delivery of the services or to meet a legal obligation. This may involve external parties such as hosting services, accountants, IT suppliers or providers of software and cloud storage. These parties process data solely on the instructions of B&O Security Group B.V. and have access only to the personal data that is strictly necessary for their work.

A processing agreement has been concluded with every external party that processes personal data on behalf of B&O Security Group B.V., setting out confidentiality, security and compliance with the GDPR. These processors do not act on their own account, but solely on the instructions of B&O Security Group B.V.

Transfers outside the European Economic Area (EEA)

In some cases B&O Security Group B.V. uses software or systems from parties established outside the European Economic Area, for example for email, cloud storage or communication. Where personal data is processed in countries without an adequate level of protection under European law, B&O Security Group B.V. ensures that additional measures are taken.

Retention periods

B&O Security Group B.V. does not keep personal data longer than is necessary for the purpose for which it was collected, unless a legal obligation requires a longer retention period.

Data needed for administrative and tax purposes is kept for the duration of the statutory retention period of seven years. Other personal data, such as data from contact requests or quotes that led nowhere, is deleted once it is no longer relevant, normally no later than two years after the last contact.

Data processed in connection with an assignment is kept for as long as this is needed for proper record-keeping, the client relationship or legal substantiation. It is then deleted or anonymised.

Security of personal data

B&O Security Group B.V. takes appropriate technical and organisational measures to protect personal data against loss, unauthorised access, alteration or any other form of unlawful processing.

These measures include the use of secure connections (SSL certificates), encrypted data storage where needed, access restrictions based on role or necessity, and up-to-date security software. Systems and processes are also reviewed regularly and adjusted where necessary.

Everyone with access to personal data on behalf of B&O Security Group B.V. is contractually bound to confidentiality and is carefully instructed on handling data in confidence.

If misuse, loss or a (possible) data breach is suspected, please contact info@bosecuritygroup.com immediately, so that B&O Security Group B.V. can investigate as quickly as possible and, where necessary, report it to the Dutch Data Protection Authority.

Rights of data subjects

Under the General Data Protection Regulation (GDPR), every data subject whose personal data B&O Security Group B.V. processes has the right to transparency and control over that data. These are the rights concerned:

• Right of access (art. 15 GDPR) — You have the right to know which personal data B&O Security Group B.V. processes about you, for which purpose, on which legal basis, how long the data is kept and with whom it may be shared.
• Right to rectification (art. 16 GDPR) — You can have incorrect or incomplete data corrected or completed.
• Right to erasure of personal data (art. 17 GDPR) — You can request the erasure of your personal data if it is no longer needed for the purpose for which it was collected, if you withdraw your consent or object to the processing, or if the data has been processed unlawfully.
• Right to restriction of processing (art. 18 GDPR) — In certain cases you can ask for the processing to be suspended, for example if you contest the accuracy of the data or have objected to its processing.
• Right to data portability (art. 20 GDPR) — You have the right to receive the personal data you provided yourself in a structured, commonly used format.
• Right to object (art. 21 GDPR) — You can object to the processing of your data where it takes place on the basis of a legitimate interest.

A request for the erasure of your personal data (art. 17 GDPR) can be submitted through the deletion request form. You will then receive an email with a confirmation link, so that B&O Security Group B.V. knows the request came from you. The form searches the quote requests, contact messages and job applications that came in through this website. If you have dealt with B&O Security Group B.V. in another way — by email, by phone, at an intake meeting, or under a contract and its invoicing — please address your request to info@bosecuritygroup.com instead, so that a member of staff can handle it.

The form is for erasure requests only. For the other rights in this list — including the right of access (art. 15 GDPR) and the right to rectification (art. 16 GDPR) — you can address your request to info@bosecuritygroup.com. Please state clearly which right you wish to exercise. B&O Security Group B.V. may request additional information to verify your identity.

B&O Security Group B.V. aims to give a substantive response within 14 days of receiving the complete request. If the request is complex or several requests are made at once, this period may be extended by up to one month. In that case you will be informed of the extension and the reason for it within 14 days.

Withdrawing consent

Where personal data is processed by B&O Security Group B.V. on the basis of your consent, you have the right to withdraw that consent at any time. You can do so by sending an email to info@bosecuritygroup.com stating your request to withdraw.

Withdrawing consent has no retroactive effect. Processing that took place before the withdrawal remains lawful. After withdrawal, B&O Security Group B.V. will end the processing concerned, unless another legal basis applies.

Complaints

If you believe that B&O Security Group B.V. processes your personal data unlawfully, you can raise this at info@bosecuritygroup.com. B&O Security Group B.V. will deal with your complaint as quickly as possible and, where necessary, look for a suitable solution together with you.

You also always have the right to lodge a complaint with the supervisory authority. In the Netherlands this is the Dutch Data Protection Authority (Autoriteit Persoonsgegevens). More information can be found at www.autoriteitpersoonsgegevens.nl

Changes to this privacy policy

B&O Security Group B.V. reserves the right to amend this privacy policy where necessary, for example following changes in legislation, working methods or the systems used.

The most current version is always available at www.bosecuritygroup.com. Please check this policy regularly to stay informed of any changes.