We consider your privacy very important. This means that we handle the data we learn about you confidentially, carefully, and in accordance with the applicable privacy legislation.
In this privacy statement, we explain how NXTminds B.V. (Chamber of Commerce number: 93892179) handles the personal data we process from candidates, contacts, website visitors, our own applicants, interns, interim professionals, and employees.
Personal data of candidates
Which personal data we process depends on the services and functionalities you use. Below you will find the data that we may process from you at different times.
Registration
At the moment you register with NXTminds via our website, we may process the following data:
- Name, address, and residence details
- Date of birth
- Gender
- Country (nationality)
- Phone number and email address
- Curriculum vitae
- Motivation letters
- Education, courses, and training
- Work experience, skills, internships, and volunteer work
- Languages
- References and testimonials
- Availability
- Driving licence and car ownership
- Tests and test results at or via NXTminds
- Photo or video (voluntarily uploadable)
- Opt-in data (your consent to receive mailings): email address, date status (subscribed or unsubscribed), how obtained and for which purposes
- Account information: employment, position, regions, applications, registration date, last login date, last modification date
Getting started
When you start working for a client, we may process the following personal data:
- Copies of certificates and diplomas
- Copy of valid identity document with citizen service number (BSN)
- Company name, Chamber of Commerce number, and VAT number
- Completed self-employment check
- Bank account number
- Certificate of Conduct (VOG) and other screening results (depending on the position)
- Work permit and residence permit (if necessary)
- Employment, placement, and training agreements, and other agreements
- Additional employment and salary agreements, payslips, annual statements, wage tax declarations, and expense claims
- Data on leave, illness, benefit situation, absenteeism, and pension
- Correspondence, complaints, warnings, reports of performance or appraisal interviews, personal work notes from recruiters
- Other data necessary for our personnel, salary, and absenteeism administration.
Reason for processing personal data
We process this personal data to be able to perform our tasks as an employer and intermediary. Think of mediating freelancers and recruitment & selection. We may also process data to offer you a certain service or functionality. NXTminds processes your personal data to:
- Offer you relevant assignments on our website
- Create an account for you on our website
- Mediate you for an interim assignment
- Determine your availability
- Investigate your suitability for an assignment
- Conduct a screening (if necessary)
- Introduce you to a potential client
- Deploy and schedule you with a client
- Enter into agreements with you and execute them
- Stimulate your personal development by offering you education, training, and tests
- Contact you by phone, mail, or post about work-related matters, relevant vacancies, news, events, (personalised) offers, or updating your account
- Send you offers from NXTminds by post that are interesting for you and can contribute to your further development on a personal and social level
- Maintain relevant personnel, financial, hours, absenteeism, and salary administration
- Fulfil our legal obligations
Legal basis
NXTminds may process this data based on privacy legislation because:
- In some cases, we have explicitly asked you for permission
- It is necessary to execute an agreement we have with you. Think of the agreement you enter into with us when you start working for a client through us.
- It is necessary to comply with legal obligations.
- It is necessary to protect our legitimate interest, where we first weigh whether our interest really outweighs your privacy interests.
Personal data of contacts
We also process personal data from contacts who work at our business relations, such as customers or suppliers. This may involve: first and last name, position, phone number, email address, and correspondence with the contact. This data is only used in the context of our services and for maintaining the business relationship.
Personal data of website visitors
When you visit one of our websites or use one of the functionalities of our website, we may process the following data from you:
- User ID
- Unique identifiers
- IP address
- Estimated location (based on IP address)
- The internet browser you use
- Your website behaviour and activities (such as clicks, pageviews, and searches, registration, application, responses to assignments, and setting up an email alert)
- Type of device (smartphone, tablet)
- Personal data for participation in polls and surveys
We use this data to offer you a service or functionality, maintain and improve the website, and make the website more personal and relevant for you. We may process this data because we have a legitimate interest, namely: to improve the website and better tailor it to your needs and wishes.
Personal data of our own applicants, interns, interim professionals, and employees
Which personal data we process depends on the services and functionalities you use. Below you will find the data that we may process from you at different times.
At the moment you apply with us, we may ask you for the following data:
- First and last name
- Contact details (address, email address, and phone number)
- Company name, Chamber of Commerce number, and VAT number (if applicable)
- Motivation letter
- Curriculum vitae (cv)
- Education (studies, training, courses)
- Work experience (work, internships, volunteer work)
- Languages
- References and testimonials (from other employers, in consultation)
- Copies of diplomas and certificates
- Availability
- Driving licence and car ownership
- Tests and test results at or via NXTminds (such as competency test, if necessary for the position)
- Certificate of Conduct (VOG) and other screening results
- Photo or video (voluntary)
- Correspondence about your application
When you start working at NXTminds, we may ask you for the following data:
- Date and place of birth
- Marital status
- Nationality
- Gender
- Copy of identification: identity card, passport, residence permit, or work permit (if applicable)
- Citizen service number (BSN)
- Copy of driving licence and car details (at least registration number)
- Copy of bank card
- Personnel number
- Passport photo (for business account)
- Business phone number and email address
- Login details
- Emergency phone number and first and last name of the person
- Training followed at or via NXTminds
- Reports of performance and appraisal interviews
- Agreements (such as employment or training agreement)
- Employment and salary agreements, travel allowance, allowances, bonuses, payslips, annual statements, wage tax declarations, and expense claims
- Data on holiday, leave, illness, absenteeism, benefit situation, work disability, pregnancy, and pension
- Other data necessary for our personnel, financial, and absenteeism administration
Reason for processing personal data
We process this personal data to be able to perform our tasks as an employer or to offer you a certain service or functionality. So, NXTminds processes your personal data to:
- Investigate your suitability for a position
- Create work-related accounts for you
- Enter into an employee-employer relationship with you
- Enter into and execute agreements with you
- Stimulate your personal development by offering you education, training, and tests
- Maintain relevant personnel, financial, hours, absenteeism, and salary administration
- Fulfil our legal obligations, such as in case of work disability
Legal basis
NXTminds may process this data based on applicable privacy legislation because:
- In some cases, we have explicitly asked you for permission
- It is necessary to execute an agreement we have with you. Think of the employment agreement you enter into with us
- It is necessary to comply with legal obligations. For example, we as an employer are obliged to store a copy of employees' identity documents.
- It is necessary to protect our legitimate interest, where we first weigh whether our interest really outweighs your privacy interests.
Viewing or changing personal data
Send an email to info@nxtminds.com to view or change your personal data.
Retention period of personal data
NXTminds B.V. retains this personal data for up to 2 years after we last used your data for the described purpose, or as long as necessary to comply with our legal obligations. For example, the Wage Tax Act states that we as an employer must keep a copy of your identity document for five years after you leave employment. After the retention periods expire, your data will be automatically deleted or anonymised.
Security of personal data
We secure your personal data in various ways to ensure that your data is safe with us. We do this by, for example, limiting access to your personal data, securing your account, using secure communication channels, and system and network security. We have an internal security policy that outlines all the measures we take to secure your data.
Sharing your personal data with third parties
NXTminds only shares your personal data with other parties if this is permitted under applicable privacy legislation. These other parties may be subsidiaries of NXTminds B.V., organisations looking for freelancers, educators and trainers, government agencies (such as UWV or Tax Authorities), and business relations (such as occupational health services).
To perform our services, we also receive help from parties that process your data for us. Think of the software supplier of the payroll system we use to pay you. With these types of parties, we make agreements about good security, confidentiality, and the rights you have and must be able to exercise. We include these agreements in a processing agreement with the third party.
Sharing data with third parties outside the EU
NXTminds may share your data with parties located outside the EU, such as a software supplier. We carefully select these parties. We ensure that there is an adequate level of personal data protection, comparable to the protection in the EU. We record agreements about adequate security measures to protect your data well in a processing agreement.
Your rights
You have the right to:
- See exactly what personal data we have about you.
- Change the data we have about you if it is incomplete or incorrect.
- Have outdated data deleted by us if we are not required to retain it any longer.
- Transfer your data by requesting a bundle of your data from us.
To exercise your rights, you can contact us via info@nxtminds.com.
Complaints
Then contact us using the contact details below. If we still cannot resolve the issue after consultation, you have the right to file a complaint with the Dutch Data Protection Authority (AP). The AP is the Dutch supervisory authority for compliance with privacy legislation.
Contact
Questions, comments, or exercising your rights? Feel free to contact us via info@nxtminds.com
Cookie statement
We use cookies and similar techniques to analyse site usage, make the website more user-friendly, and offer (personalised) advertisements. Through the settings, you can choose to accept statistical cookies and/or marketing cookies. When you accept these cookies, NXTminds shares the collected data with third parties. The essential cookies, which ensure that the website functions properly, are always on.