We collect personal data when you register through our website, on-site, via external sources (such as job boards), or through social media channels. If you sign up through a social media platform, you will be referred to the most recent version of this statement, and by registering you consent to its terms. Depending on the stage of our relationship, we process different types of data:

Before job placement (registration or application)
When you register with us, apply via the website, or have a first point of contact, we collect, among other things:

• Name, address, contact information, date of birth, gender, and nationality;
• CV, work experience, education, motivation, and availability;
• Motivation letters, interview notes, introduction video, or any additional information you provide;
• Data automatically collected via our website or app, such as cookies;
• For self-employed persons: the above data, supplemented with an indication of hourly rate, field of work, mobility information, Chamber of Commerce details, and other business data.

We use this data to assess whether we can find a suitable work assignment for you and to maintain contact with you.  

After job placement
As soon as you start working through us or we conclude an agreement with you, we process additional data, including:

• Citizen service number (BSN), ID, work permit (if applicable);
• Contracts, employment agreements, performance or appraisal data, salary and bank account details;
• Absence and health data (if relevant), pension information, and insurance details;
• For use of the Covebo Square App: account details and location information;
• For international employees: information about insurances, housing, transportation, and support in the Netherlands;
• For self-employed persons: the above, supplemented with VAT number, payment details, contract information, and assignment data.

This data is necessary for the execution of your agreement, payroll processing, supervision, and administrative obligations such as taxes and insurances.

Data of clients, suppliers, and business relations
From business contacts, we mainly process:

• Name, position, and business contact details;
• Chamber of Commerce number, VAT number, and bank details;
• Data necessary for concluding or performing agreements;
• Information from communication with our employees or systems.

  You are not obliged to provide your personal data, but this may affect our services. If certain data is required by law, contract, or for an agreement, we will inform you what this means and what the consequences may be if you do not provide it.

We collect and process data for the performance of our services. We do this on the basis of the following legal grounds:

• Performance of agreements;
• Legal obligations;
• Your consent;
• Legitimate interests (freedom of entrepreneurship).

When processing is based on your consent, you can always withdraw it by contacting us via privacy@houseofcovebo.nl.

We use your data for the following purposes:

Recruitment, selection and job placement         

• Matching with vacancies or assignments;
• Assessment of suitability and availability of candidates or self-employed persons;
• Career advice and guidance;
• Management of applications and application correspondence;
• Use of the Covebo Square App (such as navigation and account management);
• Contacting via job boards and social media for work-related opportunities.

Execution of agreements

• Handling employment, job placement, or assignment agreements;
• Payroll and salary administration, including tax deductions;
• Management of company cars, travel expenses, and fines;
• Insurances (such as sickness absence, liability, and accident insurance).
• Sickness absence guidance and reintegration;
• Management of business contracts with clients, suppliers, and partners.

Relationship management

• Maintaining contact with clients, suppliers, and business relations;
• Handling contact requests via the website (such as contact forms);
• Customer satisfaction surveys and evaluations of our services;
• Sending attentions, invitations for meetings or events;
• Contact about availability, work planning and work-related communication;
• Relationship management with investors.

Marketing and communication

• Direct marketing activities (such as mailings, newsletters, and offers);
• Providing information about our services, trainings or events;
• Marketing activities aimed at job seekers or clients;
• Analysis of digital email traffic and website usage for the optimization of communication..

Management, organization and IT

• Maintenance, security, and development of websites and IT systems;
• Management of internal systems for operational processes;
• Quality certifications and process optimization;
• Internal controls, management reporting, business security and audits.

Legal obligations and compliance

• Compliance with labor, tax, and social security legislation;
• Legal retention obligations and data verification;
• Compliance with other relevant privacy and sector legislation.

Strategic and legal business management

• Legal and business management of the organization;
• Risk management and internal audit procedures;
• Mergers, acquisitions or other strategic business activities (including due diligence investigations).

We only share your data with external parties if this is necessary for our services or if we are legally obliged to do so. This includes, among others:

• (Potential) clients and business relations where you may be placed or perform work;
• Service providers who support us, such as IT suppliers, accountants, lawyers or auditors;
• Pension funds, occupational health services, insurers, and banks for the execution of absence guidance, payments, and employment conditions;
• Government authorities if we are legally obliged to do so or on the basis of a court order;
• Training and development partners, such as training agencies or educational institutions;
• Parties that arrange housing, transportation, and insurances for international employees.

  House of HR
House of Covebo is part of House of HR, a network of companies active in staffing and HR services within the European Economic Area (EEA). Within this group, we sometimes cooperate in areas such as ICT and system management, accounting and administration, debtor management, analysis, reporting and statistics, or direct marketing activities. House of Covebo remains your first point of contact for privacy questions.

Your personal data is in principle processed within the European Economic Area (EEA). If data is nevertheless transferred outside the EEA, this only takes place if the country provides an adequate level of protection according to the European Commission or via model contracts (standard contractual clauses). In addition, we take supplementary technical and organizational safeguards, such as encryption and minimal data processing. For transfers to the United States, the EU-U.S. Data Privacy Framework or Shared Service Centers (SSCs) may be used. In this way, we ensure that your data is always protected in accordance with European privacy rules.

If you would like more information about the transfer of your personal data outside the EEA, you can contact us by email at privacy@houseofcovebo.nl.

At House of Covebo, we find it important that your personal data is well protected. That is why we take appropriate technical and organizational measures, such as encryption, access control, secure IT systems, regular checks and training for our employees. We do everything possible to prevent data breaches, but we can never exclude them completely. If something unexpectedly happens, we act immediately to limit the consequences and comply with our legal obligations, including reporting data breaches.

House of Covebo processes your personal data with care, in accordance with the GDPR, and does not retain it for longer than necessary, depending on the relationship and the applicable legal basis, such as consent or the performance of a contract.

Candidates

If we receive your data without consent, for example through job portals, we store it for a maximum of 4 weeks after the procedure has ended. Within that period, we request your consent to retain your data for up to 1 year. Without consent, your data will be automatically anonymised after 4 weeks. This also applies to direct registrations through our website.

Employees

When the employment relationship begins, the legal basis becomes the performance of the employment contract. The statutory retention periods then apply:

• Payroll and financial administration: 5 years after the end of employment.
• Copy of identity document, employment contract, tax withholding statement: 5 years after the end of employment.
• Other data in the personnel file, such as diplomas and absence records: 2 years after the end of employment.

If the data is no longer necessary, it will be securely deleted or anonymised. In exceptional cases, such as legal proceedings or the exercise of privacy rights, data may be retained for shorter or longer periods.

If we process your personal data, you have the right to access, rectification, deletion, restriction, data portability, objection, and to lodge a complaint with the Dutch Data Protection Authority. You can contact your contact person for this or send an email to privacy@houseofcovebo.nl. We will respond within one month, unless an extension is necessary. Sometimes we must refuse a request; in that case we will explain this. For verification, we may ask for proof of identity

If you have questions, comments or complaints about the protection or use of your personal data, you can also contact our Data Protection Officer at dpo@houseofcovebo.nl.

House of Covebo does not make decisions with significant consequences for you on the basis of automated processing without human intervention.

This privacy statement is governed by Dutch law.