Privacy Statement

Last modified on: 10 March 2022 

This is the Privacy Statement (“Statement”) of Framework Spaces B.V., (hereinafter referred to as “Affic”, “we” or “us”).

In this Statement we explain, among other things, which personal data of which categories of persons we process and for what purpose we do so. We recommend that you read this Statement carefully.

Modifications

This Statement may be modified by us at any time. The most current version of this Statement can always be found on our platform and website. We recommend you to consult this Statement regularly so that you are aware of these modifications.

From whom do we process personal data?

Affic processes personal data of:
1. persons who are employed by our customers (“Users”);
2. visitors to our website (“Website Visitors”);
3. applicants or other persons who are interested in a job or internship at Affic (“Applicants”);
4. persons from whom Affic purchases products or services or who are employed by our suppliers (“Suppliers”).

What personal data do we process, for what purposes, and on what legal basis?

1. We process the following personal data of Users:
a. contact details (such as name and address details, telephone numbers and e-mail addresses);
b. information Users provide to us per e-mail;
c. other data that are required or need to be processed with regard to the application of laws or regulations.

The purpose of processing this personal data is being able to perform the Services to your employer. We process your personal data on the legal basis of a legitimate interest of us and your employer. We and your employer have a legitimate interest in processing reservations for workspaces of end users at workspace locations. We also process your personal data on the basis of compliance with legal obligations.

2. We process the following personal data of Website Visitors: 
a. e-mail address, when Website Visitors subscribe to our newsletters;
b. name, e-mail address, employer and the personal message of a Website Visitor when signing up for our services;
c. data relating to a visit to our website, such as visitors statistics;

The purpose of processing this personal data under a and b is to provide you with relevant information about our services. We process this personal data on the legal basis of your consent and our legitimate interest. The purpose of processing the personal data under c is to improve the quality of the website, to obtain insight into the functioning of the website and to secure the website. We process this personal data on the legal basis of our and your legitimate interest in a well-functioning website.

3. We process the following data of Applicants:
a. contact details (such as name and address details, telephone numbers and e-mail addresses), date of birth, place of birth, nationality and gender;
b. completed education, courses and internships;
c. data relating to the nature and content of the current employment and any termination thereof;
d. other information which may be relevant to the performance of the position one has applied for, such as information contained in a resume or letter of application, references or results of a competency test;
e. other data that are required or need to be processed with regard to the application of laws or regulations.
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The purpose of processing the personal data under a t/m d is to determine if one of our vacancies is suitable for you. We process this personal data on the legal basis of our and your legitimate interest. The purpose of processing personal data under e is to comply with applicable laws and is processed on the legal basis of a legal obligation and our legitimate interest.

4. We process the following data of Suppliers:
a. contact details (such as name and address details, telephone numbers and e-mail addresses);
b. data for the purpose of placing orders or purchasing services;
c. data for the purpose of calculating and recording expenses and making payments, such as bank details;
d. and other data that are required or need to be processed with regard to the application of laws or regulations.

The purpose of processing the personal data under a t/m c to make use of the services of your employer (i.e. to maintain contact, place orders and purchase services and make payments). We process this personal data on the legal basis of our legitimate interest and the legitimate interest of your employer to execute our agreement. The purpose of processing personal data under d is to comply with applicable laws and is processed on the legal basis of a legal obligation and our legitimate interest.

With whom do we share personal data?

We may share your personal data with:
- personnel or executives involved in carrying out the services we provide;
- Suppliers, with whom we work with to provide our services;
- others, with your consent, or if there is a legal obligation.

In the event of the disclosure of personal data to another party, we will, if necessary, enter into a (data processing) agreement with that party, that meets all the requirements of the General Data Protection Regulation. These parties, in turn, may also use third parties to provide their services. We do not provide personal data to other parties for commercial purposes. 

Information (whereunder personal data) that we collect is considered a business asset. In the event that we are involved in a bankruptcy, merger, acquisition, reorganisation or sale of assets or our assets are acquired by a third party in the event that we become insolvent, some or all of our assets, including your personal information, may be sold or transferred to a third party as part of that transaction.

Do we transfer personal data to countries outside the EEA?

Sometimes we have to transfer personal data to a country outside the European Economic Area (EEA). If such a situation arises and your personal data is transferred to a country which provides a lower level of protection for your personal data than countries within the EEA, we will put in place appropriate safeguards to protect your personal data, which may include the conclusion of the EU Standard Contractual Clauses with the recipient of your personal data. For more information about the transfer of personal data you can contact us for this via privacy@affic.com.

What security measures do we apply?

When processing personal data, we maintain at all times a level of security which, given the state of the art and the costs of implementation, is appropriate, among other things, to prevent unauthorised access, alteration, disclosure, loss or any other form of unlawful processing of personal data.

How long do we retain personal data?

We do not retain your personal data longer than necessary for the purposes for which they are processed, unless the data must be kept longer in order to comply with legal obligations, such as a statutory retention period. Below are a few examples:
- personal data of Applicants will be deleted four weeks after the end of the application process, unless the Applicant will take up employment or gives us consent to keep his or her data for a longer period of time;
- financial records will be retained for seven years in connection with the tax retention obligation.

What rights do you have with regard to your personal data?

You have the right to request us access to (including a copy), rectify and/or delete your personal data, to restrict the processing of your personal data, as well as the right to object to the processing or to request the transfer of the personal data you have provided to us. You can contact us for this via privacy@affic.com.

In order to prevent misuse, we may ask you to identify yourself adequately before we process your request. Circumstances may arise as a result of which we cannot, or cannot fully, comply with your request. Examples are statutory retention periods. In such a case, we will report it to you. In principle, we will respond to your request within one month of receipt.

If the processing of your personal data is based on consent, you have the right to withdraw this consent at any time. This does not affect the lawfulness of processing based on consent before this withdrawal.

What cookies do we use on our website?

What cookies do we use on our platform?

Do you have any questions, remarks or complaints? 

We will be happy to help you if you have any questions, comments or complaints regarding this Statement. You can do so by mailing or by calling to the contact details provided below. You also have the right at all times to lodge a complaint with the Dutch Data Protection Authority, or if you live or work in another country, to the supervisory authority of that country.

Contact details

Framework Spaces B.V.
Singel 542, 1017 AZ
Amsterdam, the Netherlands
Website: https://affic.com
E-mail: privacy@affic.com