“Oakfield Champignons BV and Oakfield Real Estate BV (hereinafter: “Oakfield“, “we”, “us”, “our”) takes seriously the protection of the personal data of those who come into contact with its organisation. This means that we process your personal data in line with the applicable laws and regulations, including the General Data Protection Regulation (“GDPR”) and its implementing regulations (“GDPRIA”).
Oakfield is the data controller of your personal data.
Contact details of Oakfield
Oakfield Champignons B.V.
6039 RV Stramproy (NL)
T +31 (0)495 56 41 13
1. What personal data does Oakfield process?
Personal data is any information about an identified or identifiable person, such as your name, phone number, email address and online identifier.
Oakfield processes your personal data when you do business with us, contact us, visit our website or premises or apply for a job with Oakfield.
From the contacts of our customers and suppliers we process:
- Contact information: name, address, job title, titles, telephone and fax numbers, Chamber of Commerce number, VAT number, bank account number, website, email address and other company and contact information;
- Communication: letters and emails with contacts;
- Order information: information about our customers’ orders or services from our suppliers;
- Video and image material: video images, recordings and material obtained through the security cameras (CCTV) in our office premises;
- Other:(in some cases) certificate of good conduct and identity card data and data whose processing is required under or necessary for the application of laws or regulations.
When you visit our website, we process:
- Contact information (when completing the contact form on the website): company name, first name, last name, email address, telephone number and the content of your request/comment;
- Communication data: technical data from the devices used to visit the website, such as IP address (privacy-friendly setting), browser data, MAC address and software used, and possibly your social media account name and profile, when you click on one of the social media plug-ins (Facebook, LinkedIn and Instagram) on our website (or when you otherwise interact with our social media).
- Technical data(depending on your cookie settings): your browsing behaviour on our websites, including mouse and click behaviour and the time and duration of your visit to the website.
When you apply to Oakfield, we process:
- Contact and basic information, including name, address, job title, titles, telephone number, Chamber of Commerce number, VAT number, bank account number, website, email address and other contact information;
- Data you provide, including date of birth, nationality, place of birth and gender as well as data relating to education, previous employment and reference letters and other data relevant in view of filling the position as received through a CV, motivation letter, lists of grades, diplomas, publications and/or after obtaining information from a reference;
- Information from assessments and personality questionnaires we collect as part of the application process;
- Information we receive as part of pre-employment screening, including a copy of your passport or other proof of your identity;
- Video and image material obtained through security cameras (CCTV) in our premises;
- Other data whose processing is required under or necessary for the application of laws or regulations.
2. Why does Oakfield process your personal data? (processing purposes)
We process your personal data insofar as it is relevant for the provision of our products and services, to inform you about our products and services or to do business with you in other ways.
More specifically, we process your personal data in order to:
- handle and place orders;
- keeping in touch with you by email or telephone;
- respond to your questions, comments or complaints, whether as a result of completing the contact form on our website or otherwise;
- send newsletters, invitations and other information messages about our products and services;
- provide marketing, PR and relationship management-related information;
- send administrative information (e.g. regarding changes to our terms and conditions);
- for other business purposes, e.g. analysing and managing our operations, market research, audits, improving our products and services, determining the effectiveness of our advertising campaigns, measuring customer satisfaction and providing customer service;
- analyse and improve (online) services;
- analyse and improve website use by means of cookies;
- prepare anonymised statistical data;
- secure, adapt and improve the website;
- process your application if you are applying for a job at Oakfield;
- provide information about you to third parties if you have given your consent or based on laws and/or regulations;
- comply with our statutory obligations;
- if we believe it is necessary or appropriate.
3. On what basis may Oakfield process your personal data? (processing bases)
We may process your personal data because you have (a) given your personal consent to do so, (b) because we are about to enter into or have entered into an agreement with you/your company/employer, (c) because we have a statutory obligation to process your personal data or (d) because it is important to us that we process your personal data (Oakfield’s legitimate interest).
If we process personal data because you have given your consent, you can withdraw this consent at any time. The processing of your personal data until the withdrawal of your consent will then remain lawful. If we process your personal data for our legitimate interest, we only do so when necessary for the proper conduct of our business.
If you do not want to provide us with your personal data, even though it is needed to (i) enter into a contract with you; (ii) implement a contract with you; (iii) provide you with more information about our activities or otherwise do business with you; or (iv) meet our statutory obligations, then we cannot enter into a contract with you, provide you with the requested information, products or services and/or do business with you.
5. Who has access to your personal data?
We do not share your personal data with companies, organisations and individuals outside Oakfield, except as necessary in the following circumstances:
- Implementation of an agreement:Provision of your personal data to third-party organisations is permissible where this is necessary to meet our contractual duties to you. Part of this includes processing your orders/assignment and delivering our products and services. We conclude processing agreements with companies that process your personal data on our behalf, to the extent necessary, to ensure the same level of security and confidentiality of your data. We remain responsible for these processing operations.
- For external processing:We provide personal data to our partners so that they can process data for us, based on our instructions and in compliance with appropriate confidentiality and security measures. Our partners include our IT suppliers and administrator of the CRM system.
- With your consent:With your consent, we may disclose your personal data to other parties. The consent is only valid if it is clear what you are giving your consent to and what the consequences are.
- Statutory obligation:We share personal data if we consider that disclosure of the data is necessary to comply with the applicable laws, regulations, legal proceedings or requests from government agencies. If a statutory obligation requires us to do so, we will provide your personal data.
Oakfield makes arrangements with the recipients of your personal data to ensure that personal data is kept confidential and secure.
6. Does Oakfield transfer your data to other countries?
In principle, we do not share data with recipients outside the European Economic Area (“EEA”). If we do need to share data with recipients outside the EEA, we will ensure arrangements with these recipients that meet the requirements of the GDPR to ensure an adequate level of protection.
7. How long does Oakfield store your personal data?
We do not keep your personal data for longer than necessary, unless there is a legal duty on us to keep your personal data for longer. Our basic principle is that we keep personal data only as long as necessary to provide you with our products and/or services. For example, if you have provided your email address so that we can keep you informed about, for example, our products and services and other developments in Oakfield, we will still retain your data for that purpose.
After the retention period, we delete or anonymise personal data unless we need to keep certain personal data for other purposes. However, this only happens if we have a legal basis for storing your personal data and under the condition that this data can only be accessed for this specific purpose.
Personal data of applicants will be deleted 4 weeks after the end of the application process, unless the applicant joins Oakfield or gives us consent to keep the application data in our portfolio for a longer period (not exceeding 1 year).
8. What measures does Oakfield take to protect your personal data?
We take the protection of your data seriously and take appropriate measures to counter abuse, loss, unauthorised access, unwanted disclosure and unauthorised change. For example, we have implemented access controls, we use appropriate system and network security measures such as firewalls and patches, we protect portable devices with appropriate passwords and everyone involved in Oakfield’s organisation is required to keep your personal data confidential.
9. What rights do you have regarding the processing of your personal data?
Under the GDPR, you can exercise the following rights in relation to your personal data.
- Right of inspection: you have the right to ask us to inspect the personal data we hold about you. In our response, we will explain what personal data we have processed or are still processing about you and provide you with a copy of it. We also explain for what purposes the data have been or will be processed, with whom the data will be shared, how long it is expected to be stored and what other rights you can assert.
- Right to rectification: you have the right to ask us to correct or supplement your data. We will provide reasons for our response. If we do make a rectification, you will receive a further message from us. That message will also be sent to any recipients of your incorrect or incomplete data.
- Right to object: you have the right to object to the processing of your personal data. This applies in particular to profiles we have created on the basis of your personal data. We will stop processing your data on receipt of your objection, unless we can provide compelling legitimate reasons that outweigh your interests, rights and freedoms. If we process your personal data for direct marketing purposes, you may object at any time and we will stop the processing immediately.
- Right to restrict processing: you have the right to ask us to restrict the processing of your personal data as long as we are processing a request, for example a rectification request. You can also ask us to restrict the processing of your data if you consider we are processing your data unlawfully or no longer need it, or if you have objected to (further) processing. After receiving your request, we will only process the data with your consent or for important reasons (such as legal proceedings).
- Right to be forgotten or deletion: you have the right to ask us to destroy your personal data. However, if we are legally required to continue processing certain personal data, we cannot comply with this request.
- Right to data portability (transfer of data):You have the right to request us to transfer your personal data to a third party you designate. This right can only be exercised when you have provided the data to us yourself and when we process it automatically on the basis of your consent or to meet our duties under a contract with you.
- Right not to be subjected to automated decision-making:You have the right not to be subjected to automated decision-making, including profiling, that produces legal effects or other significant consequences for you. In principle, Oakfield does not use automated decision-making. Should you still suspect you have been subjected to an automated decision and disagree with the outcome, please contact us using the above contact details and ask us to reconsider the decision.
- Right to withdraw consent granted: in the case of processing of personal data based on your consent, you can withdraw that consent at any time. However, the processing of this personal data until consent is withdrawn is lawful.
Oakfield will respond (in substance) to your request in 4 weeks. In particular circumstances, this may take longer, up to a maximum of 3 months. We will then let you know why within 1 month.
Always make sure it is clear exactly what right you want to exercise and in what way you want to receive the information. Please note that in certain cases we need more information, e.g. a copy of your ID. We want to be sure we are helping the right person.
10. Where can you ask questions or complain about the processing of your personal data?
In addition, you always have the option of filing a complaint with the privacy regulator, the Personal Data Authority.