Data Protection – WTOL Academy BV

WTOL Academy BV maintains a strict privacy policy. There must be no misunderstanding among our website visitors regarding the security of the client data we hold. This privacy statement describes in detail how we handle visitor data and the steps you can take if you do not wish to provide certain information or receive specific communications. Your privacy is guaranteed!

About our privacy policy: We care about your privacy. We therefore only process data that is essential for (improving) our services and handle all information collected about you and your use of our services with the utmost care. We never make your data available to third parties for commercial purposes. This privacy policy applies to the use of the website and the services provided by WTOL Academy BV.

This privacy policy describes: which data we collect about you, where it is used for, and under what conditions this data may be shared with third parties. We also explain how we store your data, how we protect it against misuse and what rights you have regarding the personal data you provide. If you have any questions about our privacy policy, please contact our privacy representative. Contact details can be found at the end of this policy.

Website Software & SSL Encryption: Our website is primarily built on our proprietary software, alongside an existing content management system. Personal data provided to us for our services is not shared with any parties other than our hosting provider (Vimexx). The hosting provider only has access to your data to provide technical support. We will never use your data for any purpose other than what you agreed to. Under the terms of our agreement with them, we are required to implement appropriate security measures. These measures include SSL encryption, a strong password policy, and secure data storage.

Web Hosting and Email: We utilise web hosting and email services provided by Vimexx and Google. Vimexx processes personal data on our behalf and does not use your data for its own purposes. However, they may collect metadata regarding the use of their services; this does not constitute personal data. We have implemented appropriate technical and organisational measures to prevent the loss or unauthorised use of your personal data. Under our agreement, Vimexx is bound by a duty of confidentiality. Our website also uses Google to manage email traffic originating from the site, including any newsletters. All confirmation emails sent from our website and web forms are dispatched via Google’s servers. Google will never use your name or email address for its own purposes. We store your personal data securely. We do not use cookies or other internet technologies that track whether emails have been opened or read.

Mailchimp Email Services: We utilise email services provided by Mailchimp. Mailchimp processes personal data on our behalf and does not use your data for its own purposes. However, they may collect metadata regarding the use of their services; this does not constitute personal data. We have implemented appropriate technical and organisational measures to prevent the loss or unauthorised use of this information. Under our agreement, Mailchimp is bound by a duty of confidentiality

Mollie Payment Services: We use the Mollie.com platform to process (some of) the payments on our website. Mollie processes your name, address, and city of residence, along with your payment details, such as your bank account or credit card number. Mollie has implemented appropriate technical and organisational measures to protect your personal data. We reserve the right to use your data to further improve our services. We do not store your data for longer than is permitted by statutory limitation periods.

Invoicing and Accounting – E-Boekhouden.nl: We utilise an online service for our administration and invoicing. To process (a portion of) the payments for our services, we use the E-Boekhouden.nl platform. E-Boekhouden.nl processes your name, address, city of residence, and payment details. E-Boekhouden.nl has implemented appropriate technical and organisational measures to protect your personal data. We do not store your data for longer than is permitted under statutory limitation periods.

SVH Examinations: Our exams are conducted by the SVH (Stichting Vakbekwaamheid Horeca), the accredited body for professional competence in the hospitality industry. To ensure the correct processing of these industry-recognised SVH diplomas, we use the SVH.nl platform. SVH processes your name, address, city of residence, place of birth, and date of birth. SVH has implemented appropriate technical and organisational measures to protect your personal data. We do not store your data for longer than is permitted under statutory limitation periods.”

Automatically Collected Data: Data that is automatically collected by our website is processed for the purpose of further improving our services. This information (such as your IP address, web browser, and operating system) does not constitute personal data. The collection of this data for website statistics is handled by Google Analytics in ‘private mode’.

Cooperation with Tax and Criminal Investigations: In certain cases, we may be legally required to share data in connection with government tax or criminal investigations. In such instances, we would be compelled to share your information; however, we will oppose such requests to the full extent permitted by law.

Retention Periods: We retain your data for as long as you remain our client. This means we keep your client profile until you indicate that you no longer wish to use our services. In this case, we will also treat it as a ‘right to be forgotten’ request. Pursuant to applicable administrative obligations, we are required to retain invoices containing your (personal) data; therefore, we will store this data for the duration of the applicable legal term. However, employees will no longer have access to your client profile or any documents produced in connection with your instructions.

Your Rights: Under current Dutch and European legislation, as a data subject, you have specific rights regarding the personal data we process or process on your behalf. Below, we explain what these rights are and how you can exercise them. To prevent misuse, we generally send transcripts and copies of your data only to the email address we already have on file. If you’d like to receive this information at a different email address or by post, for example, we’ll ask you to provide proof of identity. We maintain a record of handled requests; for ‘right to be forgotten’ requests, we administer anonymised data. You will receive all transcripts and copies of data in the machine-readable format used within our systems. You have the right at any time to complain with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) if you suspect that we are using your personal data unlawfully.

Right of Access: You always have the right to inspect the data that we process (or have processed) which relates to you as an individual or can be traced back to you. You may submit a request to this effect to our privacy representative. You will receive a response to your request within 30 days. If your request is granted, we will send a copy of all data, along with an overview of the processors with the specific categories under which it has been stored.

Right to Rectification: You always have the right to have the data we process (or have processed) that relates to you or can be traced back to you, amended. You can submit a request to this effect to our privacy representative. You will receive a response to your request within 30 days. If your request is granted, we will send a confirmation to the email address we have on file that the data has been updated.
Right to Restriction of Processing: You always have the right to restrict the processing of data that relates to you or can be traced back to you. You can submit a request to this effect to our privacy representative. You will receive a response to your request within 30 days. If your request is granted, we will send a confirmation to the email address we have on file that the data will no longer be processed until you lift the restriction.”

Right to Data Portability: You always have the right to have the data we process (or have processed), which relates to you or can be traced back to you, transferred to another party. You may submit a request to this effect to our privacy representative. You will receive a response to your request within 30 days. If your request is granted, we will send transcripts or copies of all data about you that we have processed, or that has been processed by other processors or third parties on our behalf, to the email address we have on file. In such an event, it is highly likely that WTOL Academy BV will no longer be able to continue its services, as the secure interconnection of data files can no longer be guaranteed

Right to Object and Other Rights: In certain circumstances, you have the right to object to the processing of your personal data by us or on our behalf. If you object, we will immediately cease data processing pending the resolution of your objection. If your objection is well-founded, we will provide you with transcripts and/or copies of the data we process (or have processed) and subsequently cease processing permanently. We do not process your data in a manner that would typically trigger this right. However, if you believe this is the case, please contact our privacy representative.

Changes to the Privacy Policy: We reserve the right to amend our privacy policy at any time. However, you will always find the most recent version on this page. If a new privacy policy affects you, we will notify you by email.

Contact:
WTOL Academy BV
T: 085 27 35 181
E: info@wtol-academy.nl

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