Privacy Statement

We maintain a high level of ambition regarding the quality of our services. An essential aspect of this quality is the protection of privacy and the careful handling of (personal) data.

Introduction
Why and how does Ebbinge collect personal data?
What kind of personal data does Ebbinge use?
Use of Personal Data
Assessment and coaching
Email service and communication
Retention period
Rights: Access, correction, data portability, objection, deletion, and complaints
Storage and security
Third parties
General/website

Introduction

Ebbinge offers high-quality services in executive search, interim assignments, consultancy, training, and events, as further detailed on the Ebbinge websites ('Services'). Ebbinge is committed to maintaining a high standard of quality in these services. A key aspect of this quality is the protection of privacy and careful handling of (personal) data.

This Privacy Statement applies to candidates, clients, participants, referees, visitors to the Ebbinge websites (ebbinge.nl, ebbinge.be), and individuals who have subscribed to periodic updates by Ebbinge, such as the Ebbinge email service.

For the purposes of this Privacy Statement:

Participant refers to an individual taking part in one of Ebbinge's training programmes.
Candidate refers to an individual who registers for Ebbinge services, is a (potential) candidate for current or future vacancies, events, or training programmes, or is an employee of a client.
Client refers to an organisation that engages Ebbinge to provide services as its contracting party.
Referee refers to an individual providing a personal reference for a candidate.

Why and how does Ebbinge collect personal data?

To provide Ebbinge’s services to clients, candidates, and participants, it is necessary to collect personal data. This includes, for example, filling a client's vacancy, matching a suitable candidate for an interim position, or enabling a participant to attend a training programme or event. For certain roles, Ebbinge may publish a job advertisement that candidates can respond to directly.

Ebbinge may also approach candidates and referees personally by telephone, email, or an in-person meeting. At that point, a candidate or referee will be informed that their personal data may be processed, and this Privacy Statement will be provided.

Additionally, Ebbinge processes personal data for research into business sectors or market segments, often at a client's request. This research provides insight into target groups and the professionals working within them, helping clients identify suitable candidates.

Due to the nature of its work, Ebbinge processes personal data confidentially and may, in some cases, do so without the prior knowledge of the individual concerned (i.e., the ‘data subject’). When it is not possible or reasonably feasible to inform the data subject directly, Ebbinge processes personal data on the basis of its legitimate interest to do so. In such cases, Ebbinge carefully balances the candidate's privacy interests against those of the client and Ebbinge itself. Where possible, Ebbinge seeks explicit consent, as further outlined in this Privacy Statement.

What kind of personal data does Ebbinge use?

To facilitate participation in a training programme or course, Ebbinge processes the participant’s name, address, email, telephone number, job title, and employer (if applicable) and, if necessary, billing information and dietary preferences. During a training programme or course organised by Ebbinge, photo or video recordings may be made and used for promotional purposes. Ebbinge always offers participants the option to opt out of being recorded.

If a candidate registers online or after personal contact in Ebbinge’s candidate system for a current or future vacancy or interim position, Ebbinge collects their name, address, place of residence, email, telephone number, job title, current employer, and, if applicable, CV and cover letter. For search assignments and market research, Ebbinge also processes personal data from public sources (for example, Chamber of Commerce, online publications). Additionally, personal data from third-party databases may be used, but only if the information has been made publicly available by the candidate.

Ebbinge processes company and contact information such as the client’s name, email, job title, and phone number. Ebbinge also processes information provided by the client, such as meeting notes regarding vacancies and candidates.

Ebbinge collects the referee’s name, email address, and telephone number, as well as their personal opinion on a candidate's suitability for a current vacancy or interim position.

Use of personal data

Ebbinge processes personal data for the following purposes:

Clients:
Client data is used to fulfil agreements with Ebbinge and for Ebbinge's legitimate interests, such as relationship management and marketing.

Candidates:

Filling vacancies where Ebbinge acts on behalf of a client. If a candidate applies for an open position or participates in an event organised by Ebbinge, Ebbinge may share personal data with the client.
Matching candidates with future vacancies. Ebbinge retains personal data in its candidate system (on file) to assess a candidate's suitability for a future position that Ebbinge will be filling.
Conducting a (confidential) search on behalf of a client. In such cases, Ebbinge performs a preselection and initially shares only a limited set of personal data of a candidate with the client. If the client expresses interest, Ebbinge will contact the candidate for further discussion. If this results in an invitation for an interview, Ebbinge will share the remaining relevant personal data with the client.
Offering training programmes to candidates.
Conducting research at a client’s request. Ebbinge may use a limited set of personal data for this purpose, such as job title and sector;
Analysing or improving our services, for example, by requesting participation in an online survey.

Ebbinge does not carry out fully automated candidate selection based on personal data received. Please note that Ebbinge is not responsible if clients independently process personal data of candidates for purposes unknown to Ebbinge.

Referee:
To better assess a candidate's suitability, Ebbinge may, in some cases, process information about and from the referee as part of its services. This information is recorded by Ebbinge in a referee report which is shared with the referee for information purposes.

Assessment and coaching

A client may request coaching or an assessment for a candidate. In that case, Ebbinge processes the candidate’s personal data for the legitimate interest of the client or in accordance with the client's instructions. If such coaching or assessments include psychological evaluations and results, and if Ebbinge is not conducting these services on behalf of the client, the candidate's explicit consent will be requested. The collection and processing of psychological assessment data are carried out in accordance with the professional code of the Netherlands Institute of Psychologists (NIP).

Email service and communication

When a visitor, customer, or candidate subscribes to Ebbinge’s email service or other online communication, we process name and email address.Unsubscribing from these messages is always possible by clicking the ‘Unsubscribe’ button in any message.

Retention period

Ebbinge processes personal data for as long as necessary to provide its services and achieve the purposes outlined above. After this period, personal data will be deleted or anonymised. Given the nature of its services, Ebbinge keeps candidate profiles on file for a period of ten (10) years.

Rights: Access, correction, data portability, objection, deletion and complaints

A candidate, client, or referent is not obliged to provide personal data to Ebbinge. However, this may mean that Ebbinge is unable to provide the services.

Any consent given can be withdrawn at any time. Additionally, individuals may request that Ebbinge stop processing their personal data. A candidate, client, or referee has the right to know what personal data Ebbinge holds. They may request access, report inaccuracies, suggest corrections, request data portability, object to processing by Ebbinge, or request the deletion of their data. Requests can be submitted via privacy@ebbinge.nl and will be processed within four (4) weeks.

Any complaints regarding how Ebbinge processes personal data can also be sent to the email address above. If a complaint is not resolved satisfactorily, the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) can be contacted via this link.

Storage and security

Personal data is stored using various applications that Ebbinge uses for business purposes. This data is stored within the EU. Ebbinge's applications are secured through technical and organizational measures to protect candidate data as effectively as possible against loss or unauthorised use.

Third parties

For certain services, Ebbinge engages external service providers who may receive personal data from candidates and clients. These include, for example, external suppliers for office automation, data storage, email, and telephony services. These third parties are contractually only permitted to use personal data for the specified purpose, must maintain confidentiality, and are not allowed to use or share the data for any other purpose.

General/website

Ebbinge monitors website traffic but does not collect personally identifiable information. Instead, anonymised data is stored, including the number of visitors, which sections of the website are visited most frequently, the time of visits, the country of access, and general details about the visitor’s browser and software. Ebbinge uses cookies for this purpose. Read more about what cookies are and how Ebbinge uses them.

Changes

Ebbinge may periodically update this Privacy Statement and makes efforts to inform clients, candidates, and referees of any changes.

Issued by:

Ebbinge BV
Fred. Roeskestraat 115
1076 EE Amsterdam

Version 2023-10