Privacy Statement EBN

What is personal data?

Personal data is information that can be traced back to you as an individual. Your name, home address or email address are examples of personal data. You can find more information about personal data and privacy legislation on the website of the Dutch Data Protection Authority (Autoriteit Persoonsgegevens – AP).

Why does EBN process personal data?

When you wish to receive information from EBN, we require your contact details in order to send that information to you. EBN also stores personal data provided by you when requesting, for example, a brochure, our annual report or one of our infographics, and processes this personal data to send these materials.

We also process personal data when you register to participate in an event organised by EBN, subscribe to a (digital) newsletter, report damage to us, or submit a complaint. EBN processes your personal data on the basis of your consent.

EBN maintains an internal contact database of partners with whom it works for the purpose of maintaining contacts and relationships. This database is only accessible to EBN employees.

EBN also records your personal data when you visit our office building in Utrecht. You are always required to identify yourself using a valid form of identification.

EBN processes personal data of applicants who apply for positions with us. Our spokespersons also record media contacts in the Smart.PR system.

What personal data does EBN collect and process, and for what purpose?

– During your online visit

EBN collects personal data from users of its websites, including but not limited to:

• First name and surname
• Contact details, such as email address
• IP address and other information about the device used to visit the website(s)
• Information about your use of the website(s)

Purpose of online data processing
EBN processes personal data collected through its website(s) for the following purposes:

• Improving the website(s) and EBN’s services
• Analysing website traffic and user behaviour in order to optimise the website(s)
• Providing information about EBN services and products that may be of interest to you
• Handling complaints and claims for damages
• Personalising advertisements (only applicable to Scanaardwarmte.nl; this function is not used on EBN.nl or Energieinnederland.nl)

– During your office visit

EBN collects personal data from visitors to our office, including but not limited to:

• First name, surname and company name
• Contact details, such as email address and telephone number
• Time of arrival and departure
• The EBN employee with whom you have an appointment
• Your vehicle registration number if you park in our garage

Purpose of processing data during your office visit
EBN processes personal data collected during your office visit for visitor identification and security purposes, so that we always know who is present in the building in the event of an emergency.

– In connection with a job application

EBN collects personal data from applicants through the Recruitee platform, including but not limited to:

• First name and surname
• Contact details, such as email address and telephone number
• CV (including all personal data contained therein)

The purpose of this processing is to assess and process applications for vacancies at EBN.

– During contacts with the media

EBN collects personal data during contacts with the media, including but not limited to:

• First name, surname and media organisation name
• Contact details, such as email address and telephone number
• Date and content of the contact
• Email correspondence between EBN and the journalist concerned
• Purpose of processing data during media contacts

EBN processes personal data collected during media contacts in order to:

• Improve the information we provide to journalists and media organisations
• Personalise information based on journalists’ needs
• Monitor the impact of our media relations activities

How does EBN collect your personal data?

EBN uses cookies and similar technologies on its websites, such as LinkedIn Insights, Google Signals and Google Analytics, to collect anonymised data about your use of our websites. This data may include information about your browsing behaviour on EBN’s website(s), your location, the pages you visit, the type of device used to access the website(s), and the time spent on EBN’s website(s). The data is collected and analysed in anonymised form in order to improve our websites and serve you better.

Please consult LinkedIn’s website for information on how LinkedIn processes your data. Please consult Google’s website for information on how Google processes your data. EBN uses Mailchimp and Momice for processing newsletter subscriptions and registrations for participation in events. Please consult the website of Mailchimp’s parent company Intuit and the Momice website for information on how they processes your data.

When you visit our office, your details are entered into our visitor registration system by an EBN employee. EBN records media contacts in the Smart.PR system. Please consult the Smart.PR/Journa website for information on how your data as a journalist is processed.

Personal data relating to business contacts and relationships is stored by EBN employees in the internal contact database. Please consult the Recruitee website for information on how your data as an applicant is processed.

How long does EBN retain your personal data?

EBN does not process your personal data for longer than necessary for the purpose of the processing. If you have subscribed to receive information from EBN and subsequently unsubscribe, EBN will delete your data. EBN does not retain your personal data for longer than necessary to provide information or to handle your complaint or claim for damages. Retention periods may therefore vary depending on the type of personal data and the purpose of processing.

Anonymised data collected through Google Signals/Analytics is retained for a maximum of 14 months. Cookies expire after 365 days or earlier. Personal data collected from visitors to EBN’s office building in Utrecht is deleted immediately after the visit. Data relating to applicants is deleted within three months or, with the applicant’s consent, retained for a maximum of one year.

How does EBN protect your personal data?

EBN considers it extremely important that the personal data you provide is handled and protected with the utmost care. We work wherever possible with partners located within the European Union and do not share more data than necessary. EBN takes appropriate technical and organisational measures to protect your personal data, including the use of up-to-date security technology. To protect your personal data against loss, theft, unauthorised access, misuse, alteration or disclosure, we regularly evaluate our security procedures to ensure that they comply with applicable standards and continue to safeguard your personal data.

How does EBN deal with security incidents/data breaches?

Despite our precautions, incidents involving personal data may occur. Such incidents are referred to as data breaches. If you believe that a data breach has occurred at EBN, please contact EBN immediately during office hours on +31 (0)30 233 90 00 and ask for the Legal Department. Outside office hours, please contact us via this email form.

When reporting a security incident/data breach, please provide:

• Your name and contact details
• A description of the incident
• The personal data involved
• The systems affected by the incident
• When and how you discovered the incident

Does EBN share personal data with other organisations?

EBN’s policy is not to share personal data provided by you with third parties, unless required to comply with legal obligations, such as a court order or a request from the police or other government authorities. An exception applies to service providers that process personal data on behalf of EBN and are bound by contractual obligations and safeguards to protect your personal data. Your data will never be sold.

What are your privacy rights and how can you manage your data?

You have certain rights with regard to the personal data processed by EBN. You have the right to know which personal data we have collected and processed about you, the right to have such personal data corrected or deleted if it is inaccurate or incomplete, and the right to object to the processing of your personal data.

– Online: managing your cookie settings
You can manage the use of cookies on our websites through your web browser settings. By adjusting these settings, you can, for example, block cookies or configure your browser to notify you whenever cookies are placed. More information for each browser can be found here: Google Chrome – Firefox – Edge – Safari. You can also visit youronlinechoices.eu for more information on this subject.

– Online: managing your Google Analytics settings
You may opt out of the Google Analytics features implemented on our websites at any time. This can be done, for example, via the Ad Settings, the Ad Settings for mobile apps, or other available tools, such as the Network Advertising Initiative (NAI) consumer opt-out tool. Please note that Google also provides its own opt-out options. These can be found here.

– Online: managing your LinkedIn settings
You may opt out of the LinkedIn features implemented on our websites at any time. This can be done through the opt-out options offered by LinkedIn for this purpose. These can be found here..

– Online: modifying or cancelling a subscription to our digital newsletters (Mailchimp)
At the bottom of each of our newsletters, you will find the option to modify or remove your subscription to that particular newsletter. Click the link of your choice and update your subscription details or remove your personal data from the database of the relevant newsletter. You may also submit a request to have your personal data deleted by EBN via this email form.

– Office visit registrations, Smart.PR, complaints or claims, job applications, the EBN Contact Database and the exercise of your other privacy rights
To exercise your other rights relating to the registration of your office visit, your inclusion as a partner in the EBN Contact Database, a complaint or claim, a job application, or your registration by EBN as a journalist in Smart.PR, or if you have any questions or comments regarding our privacy policy, you may contact us via this email form or by sending a letter to the attention of our Legal Department. Our contact details can be found on our general contact page.

• your name and address;
• the date;
• a description of your request, including, among other things, the nature of your relationship with EBN.

Amendments

EBN reserves the right to amend and update this privacy statement at any time in order to comply with changing laws and regulations or other requirements, without prior notice. Changes take effect from the moment they are published at www.ebn.nl/en/privacystatement. We recommend that you review this page regularly to remain informed of any changes. Our privacy statement explains what we do with your data, how EBN protects it, and how you can exercise your rights under privacy legislation.