Privacy Statement AFAS-HRM

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This specific privacy statement applies to the main system: AFAS. AFAS is used to streamline the business processes of three staff offices, namely those of: Human Resources (HRM), Financial Economic Affairs (FEZ) and Facility Management.

HRM uses AFAS for the employee registration of the Hanze University of Applied Sciences. This includes things such as paying all employees, registering contracts and supporting management. This privacy statement only deals with the processing operations that take place on behalf of HRM.

If you have any questions about the financial administration within AFAS, you can click on: Privacy statement AFAS-FEZ. Financial administration falls under FEZ and has its own privacy statement.

If you have any questions about the procurement domain of AFAS, you can click on: Privacy statement AFAS-Facility company. The procurement domain falls under facility management and has its own privacy statement.

This privacy statement must be read in conjunction with the general privacy statement of Hanze University of Applied Sciences.

1. What is personal data?

Personal data is data with which someone else can identify you. This can be direct but also indirect because, for example, someone has your postal code and in combination with other data is able to trace you from it.

2. What are our processing purposes?

AFAS is the employee registration system within Hanze University of Applied Sciences. The data we process within this system is processed for the following purposes:

  1. Maintaining the Personnel File in accordance with the HG selection list
  2. Paying the salary of the employees
  3. Filing a tax return with the tax authorities
  4. Offering courses for the development of our employees
  5. Offering and giving facilities to employees

3. Which personal data are processed in AFAS?

We register your data when you work as an employee at the Hanze University of Applied Sciences and/or when you apply for a position within the Hanze University of Applied Sciences. We process this data in AFAS under the employee registration. We process some data during the application period and other data during the course of your career.

Data at the beginning of your position and the application

  1. Resume
  2. Cover letters and forms
  3. Certificate of Good Conduct (VOG)
  4. Entry into service
  5. Grading
  6. Job changes and (re)placement
  7. ID proof
  8. Assessment of diplomas
  9. Recorded agreements and agreements
  10. CASO registration forms
  11. Correspondence regarding application

General details of the employee

  1. Full name
  2. Address
  3. Residence
  4. Date of birth
  5. Telephone number
  6. Private Email
  7. Work Email
  8. BSN number
  9. Bank account
  10. Pay slips
  11. Contact Information
  12. Marital status
  13. Development plans Function
  14. Leave
  15. Agreements on training
  16. Letters on anniversaries
  17. Participation in facilities such as the bicycle plan and cafeteria model

Data on Absenteeism

  1. Type of absence with a choice of three options: illness, pregnancy or incapacitated by third parties
  2. Absenteeism rate
  3. Percentage of hours

Special data

  1. Union dues
  2. Nationality
  3. Percentage of hours

Details of child employee for parental leave

  1. Name of child
  2. Date of birth of child
  3. Initials of child
  4. Gender of child
  5. Previously taken parental leave

4. Why are we allowed to process this data?

When you join Hanze University of Applied Sciences, we process your data. We process this data because we need this data on the basis of an agreement. For example, for paying your salary or so that you can carry out your work on the basis of the employment contract or contract of assignment. Without this information, we cannot comply with the obligations arising from this agreement. This is the reason that for processing of data based on the execution of the agreement, we will rely on the basis: The agreement.

The law may oblige us to process certain personal data. These can result from, for example, the law on income tax. In AFAS, data is processed on the basis of  legal obligation such as documenting your identity. For processing based on a legal obligation, we also invoke the basis, legal obligation.

Not all data that we process fall under the basis of legal obligation or agreement. Certain data that we process are optional, such as your marital status. With optional processing you are not obliged to provide this data, but you can choose to do so. This means that we rely on the basis of consent when processing is optional.

We would like to point out that you have the right to withdraw your consent at any time. If you withdraw your consent, we will no longer process the data for which you withdraw your consent insofar as there is no legal retention period. To withdraw your consent, please contact:[email protected]

 

5. How long do we keep your data?

We respect your privacy and do not store your personal data longer than necessary. It is possible that the law obliges us to keep certain data for a certain period of time. These obligations are included in the Hanze selection list. For some data processed in AFAS, these statutory retention periods apply. Below we tell you how long data is stored.

Immediately at the end of your employment

  1. The CASO Registration Forms
  2. Cover letters and forms
  3. Central heating
  4. Testimonials
  5. Certificate of conduct
  6. Correspondence regarding application
  7. Agreements on training
  8. Letters on anniversaries
  9. Log files computer systems/email and internet monitoring

Two years after termination of employment

  1. Assessment of the employee's diplomas

Two years after completion

  1. Participation in facilities such as the bicycle plan and cafeteria model
  2. Employee development plans:

Five years

  1. The recruitment forms

Seven years after termination of employment

  1. The documents surrounding the dismissal
  2. Grading
  3. Feature changes
  4. (Re)placement
  5. Recorded agreements and agreements
  6. ID proof
  7. Leave and parental leave of the employee

6. Who gets access to your data?

We do not provide your personal data unless this is necessary from a legal obligation, such as from the obligations under the Wage Tax Act or in case we instruct a supplier to perform a certain service for us. In the latter case, we always conclude a processing agreement to protect your data. In addition, we also share data internally for the implementation of education. Internally, access is given to: The Hanseatic integration platform (HIP) is a kind of intermediate system that extracts data from AFAS and then forwards it to other applications. These are, for example, applications such as: Topdesk, Blackboard or Webroombooking. These are the applications that are necessary for the business operations of the Hanze University of Applied Sciences to carry out your tasks. If you want to know more information about HIP: LINK WITH INFO Externally, access is given to: • Supplier: The Hanze University of Applied Sciences does not own the AFAS system. AFAS is a system provided by AFAS software. AFAS software is located in Leusden, the Netherlands and has a processing agreement with Hanze University of Applied Sciences to protect your personal data. In this processing, agreements have been made that your data remains within the European Economic Area (EEA) and is adequately protected.

  1. UWV: The UWV receives your data in the event of sick leave that is strictly necessary for the performance of their tasks.
  2. Pension Fund ABP: Pension Fund ABP is the Pension Fund at the Hanze University of Applied Sciences and obtains data for the implementation of the pension scheme.
  3. Loyalis: For insurance aimed at absenteeism.
  4. bank: For the payment of your salary, the Hanze University of Applied Sciences uses the name and bank account number made available by you.
  5. Tax authorities: We will share your salary and income details with the tax authorities under the tax legislation for paying tax.

 

7. Automated decision-making?

Automated decision-making means that decisions are made by computer programs or systems, without a human being as intermediate. In AFAS there is no automated decision-making.

8. How do we secure your data?

We take the protection of your data seriously and take appropriate measures to prevent misuse, loss, unauthorised access, unwanted disclosure and unauthorised modification. This way, your data is only accessible to those who are authorised to do so from their position or task. The information security and privacy policy is based on the NBA Maturity model of the NOREA and the ISO27001/2:2017 standard. If you have the impression that your data is not properly secured or there are indications of abuse, please contact: [email protected]

9. Contact, questions and rights

You have the right to view, correct or delete your personal data. In addition, you have the right to withdraw your consent to the data processing or to object to the processing of your personal data by Hanze University of Applied Sciences. You have the right to data portability, you have the right to remove data out from our employee registration system in the common way and then have it processed elsewhere, such as your new employer. You can send a request for access, correction, deletion or request for withdrawal of your consent or objection to the processing of your personal data to [email protected] We will respond to your request as soon as possible, but in any case within four weeks. Would you rather contact the Data Protection Officer? Then you can contact us directly via: [email protected] Hanze University of Applied Sciences would also like to point out that you have the opportunity to file a complaint with the national supervisory authority, the Dutch Data Protection Authority. This can be done via the following link: https://autoriteitpersoonsgegevens.nl/nl/contact-met-de-autoriteit-persoonsgegevens/tip-ons