Privacy statement

Courdid Privacy Statement

Courdid is committed to protecting the privacy and security of the personal information that we receive from our clients and process on their behalf, and would like such processing to be open and transparent.

This Privacy Statement ("Statement") sets out the types of personal information we collect, how we collect and process that information, who we may share it with in relation to the services we provide and certain rights and options that you have in this respect.

Courdid owns and operates this site www.courdid.com and https://organizer.courdid.com/.

 

Who is responsible for your personal data?

Courdid is responsible for your personal data. Courdid comprises Courdid B.V. (a BV incorporated in The Netherlands, registered number with the Dutch Chamber of Commerce 54568102), hereafter referred to as "Courdid" or "we" or "our").  For the purposes of applicable data protection law (in particular, the General Data Protection Regulation (EU) 2016/679 (the "GDPR")), your data will be controlled by Courdid that you have instructed or that is providing services to you or communicating to you.

 

Personal data we collect

We may collect and process the following personal data from you:

Identity and Contact Data, including your name, address, telephone number, date of birth, marital status, passport number, citizen service number (BSN), employment history, educational or professional background, tax status, (past) residency status, employee number, job title and function, and other personal data concerning your preferences relevant to our services;

Employment Details, including your salary level, other salary emoluments like Bonuses and Equity Incentives (Stock Options, RSU’s, SAR’s, Performance Shares, etc.), severance payments, pension details, any performance targets and other related salary information;

Financial and Payment Data, including your bank account and other data necessary for processing payments and fraud prevention, including credit/debit card numbers, security code numbers and other related billing information;

Business Information, including information provided in the course of the contractual or client relationship between you or your organisation and Courdid, or otherwise voluntarily provided by you or your organisation;

Profile and Usage Data, including passwords to Courdid websites or password protected platforms or services, your preferences in receiving marketing information from us, your communication preferences and information about how you use our websites(s) including the services you viewed or searched for, page response times, download errors, length of visits and page interaction information (such as scrolling, clicks, and mouse-overs). To learn more about our use of cookies or similar technology please contact us;

Technical Data, including information collected during your visits to our website(s), the Internet Protocol (IP) address, login data, browser type and version, device type, time zone setting, browser plug-in types and versions, operating system and platform. To learn more about our use of cookies or similar technology please contact us;

Physical Access Data, relating to details of your visits to our premises;

Sensitive personal data: In the course of our client services, we may represent you and/or your organisation in legal, tax and /or social security matters that require us to collect and use sensitive personal information relating to you (that is, information about your racial or ethnic origin, political opinions, religious beliefs, trade union activities, physical or mental health, sexual life, or details of criminal offences, or genetic or biometric data).

For example, if we advise you on whether certain disabilities qualify for social security or tax benefits we may require us to collect sensitive personal information, such as whether certain disabilities qualify for social security or tax benefits.  Where we process sensitive personal information in the course of these and other similar client services, we do so only to assist you and/or your organisation to establish, exercise or defend legal or tax claims or to assist you and/or your organisation in fulfilling the rights and obligations of applicable employment or social security laws.

 

Information about other people

If you provide information to us about any person other than yourself, your employees, counterparties, your advisers or your suppliers, you must ensure that they understand how their information will be used, and that they have given their permission for you to disclose it to us and for you to allow us, and our outsourced service providers, to use it.

 

How do we collect your personal data?

The circumstances in which we may collect personal data about you include:

• when you or your organisation seek legal, tax and/or social security advice from us or use any of our online client services;
• when you or your organisation offer to provide, or provides, services to us;
• when you correspond with us by phone, email or other electronic means, or in writing, or when you provide other information directly to us, including in conversation with our tax lawyers, consultants and staff;
• when you or your organisation browse, complete a personal income tax return organizer or a 30% tax ruling form or make an enquiry or otherwise interact on our website or other online platforms;
• when you attend our seminars or other events or sign up to receive personal data from us, including training;
• by making enquiries from your organisation, other organisations with whom you have dealings such as former employers and educational institutions, or from third party sources such as government agencies, a credit reporting agency, information service providers or from publicly available records.

 

If you fail to provide personal data

Where we need to collect personal data by law or in order to process your instructions or perform a contract we have with you and you fail to provide that data when requested, we may not be able to carry out your instructions or perform the contract we have or are trying to enter into with you. In this case, we may have to cancel our engagement or contract you have with us, but we will notify you if this is the case at the time.

 

How will we use your personal data?

We may use your personal data only for the following purposes:

 

1. to register you as a client of Courdid;
2. to provide and administer legal, tax and/or social security services or other services or solutions, as instructed by you or your organisation;
3. to administer and manage our relationship with you, including processing payments, accounting, auditing, billing and collection and taking other steps linked to the performance of our business relationship including identifying persons authorised to represent our clients, suppliers or service providers;
4. to carry out background checks, where permitted;
5. compliance with our legal, tax and/or social security obligations, including maintaining records, filing tax returns, compliance checks or screening and recording (e.g. anti-money laundering, financial and credit checks, fraud and crime prevention and detection, trade sanctions and embargo laws). This may include automated checks of personal data you provide about your identity against relevant databases and contacting you to confirm your identity, or making records of our communications with you for compliance purposes;
6. to analyse and improve our services and communications and to monitor compliance with our policies and standards;
7. to manage access to our premises and for security purposes;
8. to protect the security of our communications and other systems and to prevent and detect security threats, frauds or other criminal or malicious activities;
9. for insurance purposes;
10. to process applications for employment;
11. to exercise or defend our legal rights, or to comply with court orders;
12. for any other purposes related and/or ancillary to any of the above or any other purposes for which your personal data was provided to us;
13. to communicate with you to keep you up-to-date on the latest developments, announcements, and other information about our services and solutions (including briefings, newsletters and other information), events and initiatives; to send you details of client surveys, marketing campaigns, market analysis, or other promotional activities; and
14. to collect information about your preferences to personalise and improve the quality of our communications with you.

 

 

We may process your personal data in connection with any of the purposes set out above on one or more of the following legal grounds:

• because it is necessary for us to do so to perform your instructions or another contract with you or your organisation;
• to comply with our legal obligations as well as to keep records of our compliance processes or tax records;
• because our legitimate interests, or those of a third party recipient of your personal data, make the processing necessary, provided that those interests are not overridden by your interests or fundamental rights and freedoms;
• because you have expressly given us your consent to process your personal data in that manner.

We will only provide you with marketing related information after you have, where legally required to do so, opted in to receive those communications and having provided the opportunity for you to opt out at any time.

We will not use your personal data for taking any automated decisions affecting or creating profiles other than as described above.

Disclosure of your personal data

We may share your personal data:

• with third parties including certain service providers we have retained in connection with the legal, tax and social security services we provide, such as (expatriate) tax lawyers, barristers, consultants, or experts and other legal, tax and/or social security specialists such as law firms or expatriate taxation firms for obtaining specialist or foreign legal and tax advice, for the preparation of Non-Dutch personal income tax returns or for the preparation of non-Dutch payroll services, education evaluation services, couriers, or other necessary entities;
• if we have collected your personal data in the course of providing legal services to any of our clients, we may disclose it to that client, and where permitted by law to others for the purpose of providing those services;
• on a confidential basis with third parties for the purposes of collecting your feedback on the firm’s service provision, to help us measure our performance and to improve and promote our services;
• with companies providing services for money laundering and terrorist financing checks, credit risk reduction and other fraud and crime prevention purposes and companies providing similar services, including financial institutions, credit reference agencies and regulatory bodies with whom such personal data is shared;
• with courts, law enforcement authorities, regulators, government officials or attorneys or other parties where it is reasonably necessary for the establishment, exercise or defence of a legal or equitable claim, or for the purposes of a confidential alternative dispute resolution process;
• with service providers who we engage within or outside of Courdid, domestically or abroad, e.g. shared service centers, to process personal data for any of the purposes listed above on our behalf and in accordance with our instructions only;
• if we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets to whom we assign or novate any of our rights and obligations;

Information we transfer

When we transfer your information to other countries, we will use, share and safeguard that information as described in this Statement. To provide legal and other services, we may transfer the personal information we collect to countries outside of the EEA which do not provide the same level of data protection as the country in which you reside and are not recognised by the European Commission as providing an adequate level of data protection. We only transfer personal information to these countries when it is necessary for the services we provide you, or it is necessary for the establishment, exercise or defence of legal claims or subject to safeguards that assure the protection of your personal information, such as European Commission approved standard contractual clauses.

At Courdid we ensure a level of data protection at least as protective as that required in the European Economic Area.

For further information, including obtaining a copy of the documents used to protect your information, please contact us on privacy@courdid.com.

 

Security of your personal data

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

We have also put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

 

Updating personal data about you

If any of the personal data that you have provided to us changes, for example if you change your email address or if you wish to cancel any request you have made of us, or if you become aware we have any inaccurate personal data about you, please let us know by sending an email to privacy@courdid.com. We will not be responsible for any losses arising from any inaccurate, inauthentic, deficient or incomplete personal data that you provide to us.

 

Your Rights

You have various rights with respect to our use of your personal data:

Access: You have the right to request a copy of the personal data that we hold about you. There are exceptions to this right, so that access may be denied if, for example, making the information available to you would reveal personal data about another person, or if we are legally prevented from disclosing such information. You are entitled to see the personal data held about you. If you wish to do this, please contact us using the contact details provided below.

Accuracy: We aim to keep your personal data accurate, current, and complete. We encourage you to contact us via our email address privacy@courdid.com to let us know if any of your personal data is not accurate or changes, so that we can keep your personal data up-to-date.

Objecting: In certain circumstances, you also have the right to object to processing of your personal data and to ask us to block, erase and restrict your personal data. If you would like us to stop using your personal data, please contact us by sending an email to privacy@courdid.com.

Porting: You have the right to request that some of your personal data is provided to you, or to another data controller, in a commonly used, machine-readable format.

Erasure: You have the right to erase your personal data when the personal data is no longer necessary for the purposes for which it was collected, or when, among other things, your personal data have been unlawfully processed.

Complaints: If you believe that your data protection rights may have been breached, you have the right to lodge a complaint with the applicable supervisory authority, or to seek a remedy through the courts.

You may, at any time, exercise any of the above rights, by contacting us on privacy@courdid.com.

 

Right to withdraw consent

If you have provided your consent to the collection, processing and transfer of your personal data, you have the right to fully or partly withdraw your consent.  To withdraw your consent please follow the opt-out links on any marketing message sent to you or contact privacy@courdid.com.

Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose(s) to which you originally consented unless there are compelling legitimate grounds for further processing which override your interests, rights and freedoms or for the establishment, exercise or defence of legal claims.  Withdrawal of consent to receive marketing communications will not affect the processing of personal data for the provision of our legal and tax services.

 

How long we keep your personal data

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, tax, social security, accounting, or reporting requirements and, where required for Courdid to assert or defend against legal claims, until the end of the relevant retention period or until the claims in question have been settled.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

If you want to learn more about our specific retention periods for your personal data established in our retention policy you may contact us at privacy@courdid.com.

Upon expiry of the applicable retention period we will securely destroy your personal data in accordance with applicable laws and regulations.

 

Changes to our Privacy Statement

We reserve the right to update and change this Statement from time to time in order to reflect any changes to the way in which we process your personal data or changing legal requirements.  Any changes we may make to our Statement in the future will be posted on this page and, where appropriate, notified to you by email. Please check back frequently to see any updates or changes to our Statement.

 

Cookies

A cookie is a piece of data stored on a user's hard drive containing information about the user. The information below explains the cookies we use on our website and why we use them:

 

• Google Analytics cookies: we use these cookies to collect information about how visitors use our website, including details of the site where the visitor has come from and the total number of times a visitor has been to our website. We use the information to improve our website and enhance the experience of its visitors.
• Net cookie: we use this cookie to allow visitors to view the website without logging in as a registered user. Once you close your browser, the cookie is deactivated.
• Local Shared Objects (Flash cookies): we use Adobe Flash Player to deliver certain content. Local Shared Objects, otherwise known as Flash cookies, are used for this in order to check if your browser supports Flash.

You can enable or disable cookies by modifying the settings in your browser. You can find out how to do this, and find more information on cookies, at: www.allaboutcookies.org.

You can also find out how to disable Flash cookies at Adobe.com - see https://www.adobe.com/nl/products/flashplayer.html for more details.

 

Contact Details

Questions, comments and requests regarding this Statement are welcomed and should be addressed to Privacy Team, privacy@courdid.com, or send a letter to Courdid B.V., Privacy Team, Pr. Margrietplantsoen 83, 2595 BR Den Haag, The Netherlands.

 

Contact Us

If you:

• would like to access the personal information we hold about you;
• believe that information we hold about you is incorrect; or
• have any questions in relation to the information concerning privacy and personal information;

then we ask that you contact us and we will take reasonable steps to resolve those concerns as soon as practicable. In some cases we may not be able to give you access to personal information we hold regarding you if making such a disclosure would breach our legal obligations to our client or if prevented by any applicable law or regulation.