Privacy policy

This is the Privacy Policy of Involve BV (also referred to as “Involve”, “we”, “us” or “our”), a company with premises at Albertus Perkstraat 88, Hilversum, the Netherlands. Involve is registered with the Chamber of Commerce under number 09118043. This Privacy Policy explains how we collect, use, share and protect your data in relation to our website at www.involve.eu (the “Website“). We collect this data whenever you visit our Website using a computer, tablet or mobile phone (“Computer“). We also explain how we use and collect your data when we work together. The way we process data is in line with the General Data Protection Regulation (the “GDPR“), the implementation legislation that is based on the GDPR and other privacy legislation currently in force. By using our website and submitting an order to Involve, you understand and agree to the way we will collect and use data in line with this Privacy Policy.  Our Privacy Policy applies to all visitors to and users of our Website and anyone else who may have access to it (“Contacts“).

What sort of data do we collect?

Involve is keen to foster a positive relationship with Contacts. We collect a range of data from our Contacts so that we can do our work as well as possible, with a view to building a satisfactory, congenial connection. We also share the knowledge we have built up with our Contacts through our Website and our newsletters. Here are details of the data we collect from our Contacts and our reasons for doing so.

Contact management

We collect the following data in our Contact management file:

1. Name
2. Email address
3. Business name
4. Telephone number
5. Business address

We collect this data for the following purposes:

• so we can reach our Contacts if we are working for them;
• so we can invite Contacts to take part in the activities we run;
• so we can thank our closest Contacts for our working relationship each year with a festive season gift

Retention period: we retain this data until we are asked to delete it or for 18 months in the absence of further work from our Contacts.

Newsletter

We collect the following data supplied to us by our Contacts:

1. Name
2. Email address
3. Business name (if completed)

We collect this information because:

• we like to share information with our Contacts by means of our Contact newsletters (from which you may unsubscribe via the link at the foot of the newsletter or by sending an email to info@involve.eu).

Contacts can register for our newsletters via our Website. They can also leave information there by clicking on “Share knowledge”. In those cases, we use the data to request feedback on our knowledge. In fact, you may still download knowledge without leaving this information.

Retention period: we retain this data until you unsubscribe from the newsletters. This option appears at the foot of each newsletter. The newsletter is published between 4 and 6 times each year.

Project archive

We retain quotations, investigation data and email correspondence relating to completed and ongoing projects in our secure project archive. If a quotation is not accepted, we still retain the data, but then anonymously.

Search database

With your consent, we collect the following data:

1. CV
2. Name
3. Email address
4. Telephone number
5. Expertise

We collect this information because:

• we like to use our expertise to assist internal communication professionals with any challenges that they may face. We only collect this data with your consent and only for these specific purposes.

Retention period: we retain a CV for 3 years in our secure database. After 3 years, we send our Contacts an email asking whether we may keep holding on to the data. A request for checking the data. Contacts may ask at any time for their CV to be deleted.

Applicants for jobs at Involve

1. CV
2. Name
3. Email address
4. Telephone number
5. Expertise

Retention period: we only collect data if you have consented. If Contacts apply for jobs via Involve, we ask whether this data may be retained in order to keep in touch about the progress of the job application. In some cases, if the application is turned down or if we want to retain someone’s details on file, we will ask whether we may do so. We will do this if we anticipate that a suitable position might become available on our team at a later date. The data is deleted after 3 years. Contacts may ask for their CV to be deleted at any time.

Book orders

If a Contact orders one of our books from us, we collect the following data:

1. Name
2. Email address
3. Business name (only if the invoice is to be paid by the business)
4. Telephone number
5. Business/invoicing address

We save this data so that we can keep Contacts informed about the order and send them invoices. We retain the invoice in line with the statutory guidelines.

Imagery at events and other work

We organise events a number of times each year to share the knowledge we have gained with our Contacts. At these events, we (sometimes) take photos to share them in our newsletters, on our Website or on social media, all from a marketing perspective. If one of our Contacts attends a meeting, we ask for consent to produce image material. Contacts can let us know if they do not want this to happen. We may also take photos during the work we do for our Clients. We may use these photos on our website, for instance when posting cases. We always ask for your consent to use image material.

Internet

• Logfile information:
  When you visit our Website, we only collect information that your browser transmits if this is necessary for the proper performance of the Website. What we mean by the proper performance of the Website covers, in particular, protection of the Website against actions that might jeopardise the Website and your Computer. This log file may contain information such as your IP address, browser type and version, pages you visit on our Website, the date and time of your visit, the time you spend on those pages and other statistical data.
• Analytic services:
  We use third-party analytic services. These help us measure the traffic and trends on the Website. The tools collect information transmitted by your Computer, our Website, the web pages you visit, add-ons and other information that helps us to improve our Website. These tools use “cookies”, which are simple text files saved on your hard drive or in your Computer’s memory. Cookies cannot damage your Computer or the files saved on it. Cookies collect anonymous information about your log details and log behaviour. Once collected, we only use this data in conjunction with data from other Clients. This means it is impossible for us to identify you as an individual. We use Google Analytics for our analytic services. Google Analytics installs a permanent cookie in your web browser in order to identify you. This means that your information is shared with Google. We only share data with Google that we are permitted to in terms of the GDPR. You may completely prevent Google from recognising you by disabling cookies in your browser.

How do we use this information?

We use all of the information we collect in order to support and improve our Website, by:

1. establishing, improving, testing and examining the effectiveness of our Website;
2. examining statistics, such as the number of visitors and the traffic to our Website.

How is this information shared?

We will not lend out or sell your (personal) data.

Change of control

If Evolve or any part of it were to be sold or transferred or if our assets ended up with another organisation (for instance as a result of a merger, takeover, bankruptcy, dissolution or liquidation), data collected via our Website could be included in what was sold or transferred. The buyer or party acquiring the assets would be obliged to observe the arrangements in this Privacy Policy.

Statutory request and prevention of harm

We are entitled, on the basis of a statutory request, to gain access to and save your information and/or share it in response to a statutory request (such as a search warrant, court order or summons). We are also entitled to save your information and/or share it if we believe that this is necessary for the detection, prevention or identification of fraud or other illegal activities and in order to protect us, you and others. Information we reveive about you can be opened, processed or saved for a longer period if this is required in terms of a legal application or obligation, an investigation relating to our terms and conditions or policy, or otherwise to prevent harm. Involve has taken appropriate technical and organisational steps to safeguard your data against loss or any form of unlawful processing. We deploy security measures to ensure that information is safeguarded via the Website. However, Involve cannot guarantee that the information on the Website will not be opened, revealed, amended or deleted. You are responsible at all times for the management of emails between you and Involve. We are not responsible for the functionality, privacy or security measures of any other organisation.

International transfer

Your data may be transferred and maintained on computers and/or servers located outside the Netherlands and/or the EU, where the data protection laws may be different. We make every effort to ensure that even when your personal data is processed outside the EU, this is done in a legally correct and careful manner.

Retention period

In line with the GDPR and other relevant legislation, Involve does not retain personal data for any longer than is necessary to achieve the aims for which that data is collected or processed. We will observe a longer retention period if we are required to do so by legislation (such as administrative information pertaining to completed orders). Please contact us at info@involve.eu if you wish further information on how long your own specific personal data will be retained.

Processor agreements

Involve has concluded processor agreements with the following parties for the purpose of processing data:

• Business Square: answers phone traffic to Involve’s general number. They process names and phone numbers of Contacts who want to contact someone at Involve.
• Sierhuis: our supplier for sending out gifts to Contacts. We will conclude a processor agreement for each consignment, dealing with the processing of the destination address.

Where necessary, we also conclude processor agreements with Contacts in connection with processing personal data within assignments.

Right to examination, right of objection and right to data portability

If you would like to examine your personal data, if you want to amend or delete your data or if you would like to transfer all or some of your personal data to yourself or a third party, you can contact Involve by sending an email to info@involve.eu, or a letter to:
Involve BV
Albertus Perkstraat 88
1217 NW Hilversum

Third-party applications, websites and services

We are not responsible for the operation of third-party applications, websites or services that are linked to or from our Website or for the information or content that may be associated with them. Our Privacy Policy does not apply when you use a link to move from our Website to another application, website or service. Your conduct on a third-party application, website or service – including those with a link on our Website – is subject to the rules and policy of that third party.

Amendments

Involve may adjust or update this Privacy Policy from time to time. Contacts are therefore advised to consult this Privacy Policy regularly. Amendments to this Privacy Policy come into force as soon as they are published on this page.

Contact

You can contact Involve with any questions about this Privacy Policy by sending an email to info@involve.eu.

Complaints

If Contacts feel that a problem has not been addressed adequately, they are entitled to submit a complaint to the Dutch Personal Data Protection Authority [Autoriteit Persoonsgegevens].