Privacy Statement
This privacy statement describes how personal data is collected, processed, and protected when using workplaycademy.com, an online knowledge platform focused on technology, new media, and digital topics.
Workplaycademy and Workplace Consultant are trade names of Workplace Consultants B.V., located in Amsterdam and registered with the Dutch Chamber of Commerce under number 91105382 (VAT: NL865553117B01). Workplace Consultants B.V. (Workplace) is a subsidiary of Amstel ICT-beheer Holding B.V., registered under number 91103207 (VAT: NL865552381B01).
You can contact Workplace through any of the methods provided:
Author
The purpose of this Statement?
The statement outlines the categories of data processed, the purposes for processing, retention periods, and the rights of data subjects under the General Data Protection Regulation (GDPR) and applicable Dutch legislation.
Workplace acts as the controller of personal data processed through this platform. Information about the role and responsibilities of controllers can be found in the GDPR in brief.
- Which data does Workplace collect?
- Lawful bases and data protection rights
- How is your data collected?
- How long is your data keep information
- Who is your data shared with
- How to complain or file a GDPR request?
Which data does Workplace collect?
We collect or use the following information to provide and improve products and services for clients:
| Purpose | Personal Information Collected |
|---|---|
| General Information | - Names - Contact Details - Addresses - Occupation - Date of Birth - Payment Details - Transaction Data - Usage Data - Compliments/Complaints - Audio Recordings - Meeting/Decision Records - Website User Information |
| Client/Customer Account | - Names - Contact Details - Addresses - Purchase/Service History - Account Information - Security Information |
| Research/Archiving | - Names - Contact Details - Addresses |
| Legal Compliance | - Name - Contact Information - Client Account Information - Other Required Personal Information |
| Acquisition | - Contact Details (Name, Address, Telephone, Email) |
| Handling Queries/Complaints | - Names - Contact Details - Addresses - Purchase/Service History - Call Recordings - Witness Statements - Correspondence |
Workplace collects or use the following personal information for the operation of client or customer accounts:
| Data Category | Retention Period | Legal Basis | Best Practice Justification |
|---|---|---|---|
| Personal Data for Client Services | Duration of client relationship + 5 years post-termination | Contractual obligations | Aligns with industry standards for accountability and audits |
| Transaction Data | 7 years | Compliance with tax laws and financial regulations | Meets requirements in many jurisdictions for financial record retention |
| Audio Recordings (Calls) | 2 years after the call | Legitimate interests (quality assurance and training) | Sufficient for training and compliance while minimizing storage risks |
| Meeting Records | 3 years after the meeting | Compliance and dispute reference | Balances operational needs with data minimization principles |
| Research and Archiving Data | 5 years | Legitimate interests (service improvement) | Allows for trend analysis and service enhancement while respecting data minimization |
| Legal Compliance Data | 6 years after obligation fulfilled | Legal obligation compliance | Common retention period for legal documents and potential claims |
| Recruitment Data | 6 months (unless consent for longer retention) | Consent or legitimate interests (talent pool) | Standard practice for future recruitment opportunities while avoiding indefinite retention |
| Queries, Complaints, or Claims | 3 years | Compliance and legal defense | Ensures potential claims can be addressed within a reasonable timeframe |
Lawful bases and data protection rights
Under the Dutch GDPR Implementation Act (Uitvoeringswet AVG, the Implementation Act) which constitutes the local implementation of the GDPR in the Netherlands.
The Implementation Act follows a policy-neutral approach, meaning that the requirements of the previous Dutch Data Protection Act (Wet bescherming persoonsgegevens) are maintained insofar as possible under the GDPR. Under this implementation there is a list of possible legal bases which you can find out more about lawful bases on the AP’s website.
Which legal base we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the AP’s website:
Your right of access
You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
Your right of access
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
Your right to erasure
You have the right to ask us to delete your personal information. Read more about the right to erasure.
Your right to restriction of processing
You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
Your right to data portability
You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
Your right to withdraw consent
When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
Data protection rights requests are handled without undue delay and, in any case, within one month of receipt.
To submit a request, use the contact details provided at the beginning of this privacy notice.
For information regarding the retention period of personal data or the criteria applied to determine storage duration, contact the same address.
Personal Information Collected by Purpose
| Purpose | Personal Information Collected/Used |
|---|---|
| Providing and Improving Products and Services | - Names and contact details - Support tickets and queries - Diagnostic and usage data - Service interaction records |
| Client or Customer Accounts | - Names and contact details - Authentication credentials - Account activity records - Payment information |
| Research or Archiving | - Names and contact details - Addresses |
| Legal Compliance | - Name - Contact information - Client account information - Any other personal information required by law |
| Recruitment | - Contact details - CV and employment history - Interview notes - Eligibility verification documents |
| Queries, Complaints or Claims | - Names and contact details - Addresses - Purchase or service history - Call recordings - Witness statements and contact details - Correspondence |
Lawful Bases for Processing Your Data
| Purpose | Lawful Bases |
|---|---|
| Providing and Improving Products and Services | - Consent – With permission (withdrawable anytime) - Contract – To deliver requested services - Legal Obligation – To comply with legal duties - Legitimate Interests |
| Client or Customer Accounts | - Consent – With permission - Contract – To establish and maintain account - Legal Obligation – For financial and contractual compliance - Legitimate Interests |
| Research or Archiving | - Consent – Voluntary and withdrawable - Contract – To evaluate and improve service quality - Legal Obligation – For record-keeping or audits - Legitimate Interests |
| Legal Compliance | - Consent – When explicitly needed for certain disclosures - Contract – To meet contractual obligations - Legal Obligation – To comply with statutory or regulatory duties |
| Recruitment | - Consent – Voluntary and withdrawable - Contract – To assess suitability for employment - Legal Obligation – For eligibility verification and record-keeping - Legitimate Interests |
| Queries, Complaints or Claims | - Consent – Voluntarily given and withdrawable - Contract – To investigate and respond to service matters - Legal Obligation – For complaint-handling requirements - Legitimate Interests |
Data Processors and Sharing Information
The following third-party service providers process personal data on behalf of Workplace Consultants B.V. under appropriate Data Processing Agreements (DPAs):
Data Processors
| Data Processor | Type | Location | Purpose / Activities |
|---|---|---|---|
| MoneyMonk | Data Processor | NL / EU | Issues invoices, records payments, and maintains ledgers and customer account data for bookkeeping and tax compliance. |
| Microsoft 365 | Data Processor | NL / EU / EEA | Provides email, calendaring, and document storage/collaboration; processes enquiry emails, service communications, and project files under a DPA. |
| Cloudflare | Data Processor | Global | Provides DNS, CDN, and security services. Data processing is governed by [Cloudflare’s Data Processing Addendum](https://www.cloudflareSelf-Serve Subscription Agreement. |
Other Recipients of Personal Information
Personal information may also be shared with;
- Insurance companies, brokers, or other intermediaries
- Professional or legal advisors
- Emergency services
- Regulatory authorities
- External auditors
- Organisations where disclosure is legally requirer
- Other third parties;
A current list of actual data processors and regions is available upon request and may change over time.
How long is your data keep information
Below are our practices for data retention periods along with the legal justifications for each category of personal data. This policy is based on general principles from data protection regulations, including the GDPR, as well as industry standards.
How to complain or file a GDPR request?
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the AP.
Autoriteit Persoonsgegevens
PO Box 93374
2509 AJ The Hague
- Helpline number: (+31) - (0)88 - 1805 250
- Website: Submitting a complaint to the AP
Author