Privacy Statement Monotch

This Privacy Statement was last modified on June 1, 2024

We consider privacy an essential part of our services; we demonstrate our commitment by documenting our way of working in a Privacy Statement. This is our promise to our customers on how we handle privacy, and it is woven into our smart mobility platforms. The Privacy Statement what we do with your personal data, how we protect it and how you can exercise your GDPR (General Data Protection Regulation) rights

Your data is a private matter

We believe it is essential to ensure that the Monotch services are reliable. This also applies to how we handle your personal data, which we expressly regard as a private matter. This Privacy Statement summarises how we safeguard your privacy while using the Monotch services, which applies to all our customers and employees. In this Privacy Statement, we explain what we use your data for, how we secure your data, how long we keep your data, and what rights you have to control our data.

We take care of your Privacy

We do not process your personal data for purposes that fall outside the scope of Monotch’s services. Any necessary use of your data for Monotch complies with applicable privacy laws and regulations, particularly The Personal Data Protection Act.

Which personal data do we process?

We may use your data for various purposes. Below is an overview of the most common processing purposes that may involve personal data.

General – Depending on the services you want to purchase as a Monotch customer, we register all customer names, contact details, usernames, and passwords (the username is stored encrypted and can never be traced back to the chosen password).

Newsletter and email marketing—After completing registration forms, we collect and process personal data for targeted emails such as the newsletter, white papers, and invitations to webinars. We record data such as name, e-mail address, company name, and position. We also record the response (open and click behavior) to emails.

You can also request, change, and/or delete data from us. This can be done via the contact link, change link or unsubscribe link at the bottom of the emails.

Monotch Platform – When you have access to our SaaS platform, we store some of your data. We do this for security reasons, such as name, e-mail address, company name, IP address, usernames, and passwords. This information is necessary to offer our Monotch service. We do not exchange this information with our partners.

Customer and supplier management – Contact details, (digital) signature, payment details and correspondence.

Recruitment and selection of personnel – Contact details, CV details, correspondence content, and information provided through submitted attachments (references, diplomas, certificates, etc.). We adhere to the legal retention period unless otherwise indicated.

Staff administration – Contact details, sex, date of birth or age, ID card details, financial details, CV details, correspondence content, and information provided through submitted attachments (references, diplomas, certificates, etc.). After termination of the employment contract, we adhere to the legal retention period unless otherwise indicated.

Processing Agreements

Within the privacy legislation, Monotch has the role of controller or processor. Following the General Data Protection Regulation (GDPR), we conclude processing agreements with relevant parties acting as controllers or sub-processors.

Do we share your personal data with other parties?

We are aware of this and do not prefer to share your personal data. Still, in some cases, we do not have a choice: IT services, web and data hosting parties, Payment processors, Pre-employment assessments, Legal advisers and accountants, courts, and/or Governmental institutions. We are committed to only working with companies that respect and comply with the GDPR.

On what legal basis do we process your personal data?

Monotch processes your personal data on the following bases:

Basis legal obligation
fulfilment of a contract
Consent

We want to refer you to the Personal Data Authority website for more information about these bases: www.autoriteitpersoonsgegevens.nl

How do we secure your data?

It is important to us that the personal information you provide is handled and secured with the utmost care. Your data is stored on servers in data facilities within the EU and is only accessible to those authorized by their position within Monotch. We take appropriate technical and organizational measures to protect your personal data from getting lost, stolen, accessed by unauthorized persons or used inappropriately. These include measures to ensure personal data’s confidentiality, integrity, and availability through physical and technical (access) controls.

How long do we keep your data?

We do not store your personal data for longer than necessary for the purpose for which we collected it unless a different or more extended legal retention period applies to it. Statistical data collected for research purposes can be kept longer. However, this data is anonymized and can never be traced back to a person.

Unless otherwise stated, we adhere to the legal retention period for human resources purposes.

Who is responsible for collecting your personal data?

Monotch BV processes your personal data. We are located at Vogelstraat 23-SCH, 4845 PA Wagenberg, The Netherlands and are registered with the Chamber of Commerce under number 61837628.

How can you check your personal data?

You have the right to know what data we hold about you. Therefore, you can contact the Service Desk or email Info@monotch.com to ask what data we have about you and for what purpose it is used.

Objection to the use of your personal data

When you object to further use of your personal data. Even if you have given consent at an earlier stage, you can choose to oppose further use of your data by sending a request via the service desk or sending an e-mail to Info@monotch.com

Cookies

See our Cookie Declaration: www.monotch.com/cookie-declaration

Privacy Officer

Monotch has appointed a Privacy Officer (PO) at the board level. The PO acts as a data protection evaluator to ensure that the data protection regulations are complied with.

Incidents (data breach)

Despite our precautionary measures designed to give personal data the best possible protection, it remains possible that personal data may be involved in an incident. This type of incident is called a data breach. If you believe that a data breach is occurring at Monotch, always contact the Monotch privacy Officer (info@monotch.com).

The following information should be supplied when reporting a data breach:

your name and contact details;
the nature of the incident;
which personal data are involved;
which systems are involved in the incident; and
when and how did you discover the incident.

Changes to the Privacy Statement

Monotch reserves the right to change this Privacy Statement at any time without prior announcement. Changes come into effect as soon as it is published on our website.

Questions, complaints, and contact

If you have any questions about our Privacy Statement, please get in touch with the Monotch Service Desk at 088 7120800 or info@monotch.com, you can address your message to the Privacy Officer

If you have a complaint, you can contact us in the same way. In addition, you are always entitled to submit a complaint to the Dutch Data Protection Authority – https://autoriteitpersoonsgegevens.nl/