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Privacy Statement

Privacy Statement

You share all kinds of personal information with us. We handle your personal information with care. This statement tells you how we do this. In addition, we will explain the rights you have in the area of privacy and how you can report a possible data breach to us.

We believe it is of great importance that your personal data are handled confidentially and in accordance with the privacy legislation. Personal data are therefore processed and secured with the utmost care. We have taken measures to prevent personal data from falling into the wrong hands or being lost. You can rely on that.

Who are we?

Where this statement refers to ‘we’ or ‘us’ it is understood to mean: CarWise Information Services B.V., CarWise Rental Services B.V., CarWise Fleet Services B.V. and CarWise Assurantiën B.V.

Handling personal data

Personal data are all data that disclose information about your identity or that can be traced back to you. You share personal information with us if you are a customer with us or if you have contact with us. Which of your personal data we use depends on the service(s) you purchase from us or whether you have given permission. Consider, for example, your name, telephone number, bank account number or e-mail address.

We only process your personal data in one or more of the following situations: 1) for the acceptance and/or performance of your contract, 2) to comply with a statutory duty, or 3) for other activities for which you have given us explicit permission. For example, in case of marketing activities, we need your permission. You can withdraw this permission at any time.

We only store your data in countries within the European Economic Area (EEA). In principle, we insist on this principle when we provide your personal data to third parties.

Provision to third parties

In principle, we do not share your data with third parties. We only do that with good reason, if we have your permission or this is required by law or regulations.

We will pass on your personal data to third parties if this is necessary for the execution of your contract. For example, we can pass on your personal data to a car dealer, research agency, car transport company, fuel card supplier, insurance company or government authorities.

We outsource work for some services. For example, to check proof of identity or other official documents. When we cooperate with a third party, we remain responsible for your personal data and we ensure that your privacy is guaranteed.

The police, judiciary, supervisors and the tax authorities may request personal data from us under the law. In that case we are obliged to provide this personal data. This is done with the utmost care.

Security and data leaks

We take appropriate security measures to prevent misuse and unauthorised access to your personal data. This way we ensure that your personal data is only accessible to our employees who need your personal data for the execution of your contract. In addition, all employees who work for us have a confidentiality clause in their employment contract. Our technical security measures are regularly checked and tested. Has something still gone wrong and has data been leaked? Then we take action. We resolve the data breach and register it. If necessary, we report the data breach to the supervisor and/or to you, the data subject.

If you have accidentally received personal data from another customer or have access to personal data from others via our website, we urge you to report this to us. You will find more information about this under the heading “Privacy Notice and Data leak”.

Rights of data subjects

You decide what happens to your personal data. You may therefore request to view, change or delete your personal data. You can also file a complaint if you believe that we have not handled your personal details carefully. You will find more information about this under the heading “Rights of Customers”.

Copy ID document

When we ask you to provide us with a copy of your proof of identity, we will always ask for a copy where your passport photo and Citizen Service Number (CSN) are concealed. It is your own responsibility to provide us with a concealed copy only. If we receive a copy of your ID where your passport photo and/or CSN are visible then we will do our best to rectify this.

Job applicant

Did you apply for a job with us? Then we have received personal data from you. We save your personal data during the recruitment procedure. We keep all the data of candidates who come into service.

After the recruitment procedure, all the data from candidates who are not selected will be destroyed. We only deviate from this if the candidate has given us permission to keep his data longer.

Recording telephone conversations

We may record telephone conversations for verification and examination of assignments and transactions, for fraud prevention, training and coaching purposes for our employees and to comply with legal obligations. Recorded telephone conversations are saved for no longer than 30 days.

Retention period personal data

We retain your personal data no longer than is necessary for the purpose in question. We also take into account the retention periods imposed on us by law. The duration of the retention period differs per situation. In most cases, we maintain a retention period of 7 years.

Cookies

We use various cookies on our websites. These are small text files that the website automatically provides to your browser We only use functional cookies that are necessary for the website to function properly.

Supervisor

The Dutch Data Protection Authority (DPA) monitors whether we comply with the privacy legislation.

New developments

This Privacy Statement may be modified by us due to new developments. Consider, for example, changes in our business activities and changes to legislation and regulations. We recommend that you regularly check our Privacy Statement when you visit our website.

Questions

If you have any questions about our Privacy Statement or about the way we handle your personal data, feel free to contact us at: privacy@carwise.nl.

Customer rights

You are in charge of your own personal data. Would you like to know which personal data we have stored about you? Then you can use your ‘Right to view’. Would you like to have personal data changed or deleted, then you can use your ‘Right of correction and removal’. Would you like us to stop processing your personal data? Then you can use your ‘Right to object’. We briefly explain the various rights below and how you can exercise your rights.

Submit a request regarding customer rights
If you wish to exercise one of your rights, you can contact us at the e-mail address: helpdesk@carwise.nl indicating clearly which of our services you use and which right you wish to exercise. To make sure the request is carried out by the right person, we will ask you to identify yourself. If you are under sixteen years old or under guardianship, your legal representative can submit a request on your behalf.

Right to view

You can ask which personal data are known about you within our organisation. You will receive an overview with:

a. the categories of personal data;
b. the recipients of the personal data;
c. the purpose for which the personal data are used;
d. the origin of the personal data.

Of course, this right only relates to your own personal data and not that of another person.

No viewing in exceptional cases
In exceptional cases, we may refuse to grant you the right to view your personal data. This is only possible if there is a good reason, relating to:

a. state security;
b. the prevention, detection and/or prosecution of criminal offenses;
c. important economic and financial interests of the state and other public bodies;
d. the supervision of compliance with statutory regulations established for the interests referred to in b and c;
e. the protection of the data subject or the rights and freedoms of others.

We may partially refuse a request to view if this is necessary, for example, for the protection of someone else’s personal data. If you wish to view these personal data, the other person will first be given the opportunity to give his opinion about your request.

Overview of personal data

You will receive a response within 4 weeks after you have submitted your request. If you disagree with the content of the overview or are of the opinion that we have wrongfully rejected your request to view, you may lodge a complaint.

Right to correction and removal

If you find inaccuracies in your personal data, you may submit a request with us to correct, supplement, shield or delete your personal data. The same applies if your personal data are incomplete, or you are of the opinion that the personal data are not of importance for the purpose for which they were collected or are otherwise used by us in violation of the law.

You may not exercise your right to correction and removal if it concerns personal data in public registers established by law. Nor can you exercise the right to removal if the personal data must be retained on the basis of legal provisions.

Right to object

You may ask us not to process your personal data any longer. This is your right to object. You may only exercise this right if your data are collected for purposes other than those indicated or if you have special personal reasons for objecting.

Submitting a complaint

If you believe we have not handled your privacy with care or have wrongfully processed your personal data, you may submit a complaint by sending an e-mail to: privacy@carwise.nl with the subject ‘complaint’.

Privacy reporting and Data Leak

Data security
Our organisation is committed to the proper security of personal data. Therefore, we always look at the current state of the technology and adjust our security accordingly. Nevertheless, it is possible that our security may be breached – for example due to a hack – and that personal data may fall into the wrong hands. This is a data leak.

Wat is a data leak?
A data leak is a breach of the security of personal data, where personal data may end up with someone who is not permitted to have access to that data, or where personal data are lost without there being any back up of those personal data. For example, the hacking of digital systems where personal data are stolen, but also a lost USB-stick with address details or a stolen laptop, tablet or smartphone containing personal data.

Have you discovered a data leak?
Have you accessed confidential data (such as personal data) that was not intended for you, via our website? Or, for example, have documents with someone else’s personal data been sent to you? Report this as soon as possible by sending an e-mail to: privacy@carwise.nl with the subject ‘data leak’. Please let us know how we can reach you by telephone. You can also call us on: 036 – 538 20 60 and ask for the CarWise Privacy Officer.