Privacy policy

This Privacy Policy informs you about the processing of your personal data (hereinafter referred to as “Personal Data”) and applies when visiting and using the online applications and tools of Intersafe Netherlands B.V. and its group companies who are part of Lyreco Group (hereinafter collectively referred to as “ Lyreco Intersafe” or “Us/Our/Ours”), as well as the information made available to a visitor (hereinafter referred to as the “Visitor” or “You/Your/Yours”) in any form through the online applications and tools (hereinafter referred to as the “Website”).

This Privacy Policy serves a twofold purpose:

• it provides information to the Visitor on cookies, trackers or similar technology used on Our Website;
• it informs the Visitor about the data processing that may be performed by Lyreco Intersafe.

By visiting the Website, the Visitor agrees to the applicability of this Privacy Policy.

This Privacy Policy may be modified by Lyreco Intersafe from time to time without prior notice.

Such amended terms are effective from the date they are published on the Website.

We, therefore, encourage You to consult this Privacy Policy on a regular basis.


We respect Your privacy and process, handle and protect Your Personal Data with the utmost care. When processing Personal Data, acting as data Controller, We comply with the requirements of the applicable laws and regulations such, as the General Data Protection Regulation (also called “GDPR”).

Please read Our Privacy Policy carefully so that You know what Your rights and Our obligations are.


Questions about this Privacy Policy can be addressed to privacy@intersafe.eu or to Lyreco Intersafe, Wilgenbos 2, 3311 JX Dordrecht, The Netherlands.


PROCESSING OF PERSONAL DATA 

Intersafe may process the following Personal Data (non-exhaustive list):

• Contact Data including, but not limited to, Your name, address, place of residence, zip code, (mobile) phone number(s), and email address(es);
• Product-specific data including, but not limited to, data on (optical) measurements, imprints and pictures;
• Your organization, job title and description, gender, and date of birth;
• Application data including, but not limited to, Your work experience, Your education, Your CV, and other data depending on the position You are applying for;
• Banking information (for payment) (only Direct debit, no credit card).

Intersafe may also process other technical data such as URL, IP address, browser type and language(s) used, as well as the date, the time, and the duration of Your visit to Our Website.


HOW IS PERSONAL DATA COLLECTED?

Lyreco Intersafe may collect Personal Data that You provide directly to Lyreco Intersafe by Yourself, for example, to enable Us to enter into an agreement with You or to provide You with information about Our products and/or services.

You also provide, for example, that data by filling out forms on the Website and on online ordering applications, responding to marketing campaigns or contests, signing up for Our newsletter(s), or applying for one of Our job openings on the Website.


DATA PROCESSING PURPOSES

Personal Data are processed by Lyreco Intersafe for the following purposes:

- Commercial purposes:

• Entering into and performing agreements regarding the products and services provided by Lyreco Intersafe
• Business relationship management
• Reply to enquiries
• Performance of contract: Order & Deliver product

- Enhancement of our solutions:

• Audience & improve our products
• Expand our customer database

- Recruitment:

• Hiring process

When a Visitor fills a contact or registration form on the Website or sends an email to Lyreco Intersafe, the data sent is retained for as long as is necessary according to the nature of the form or the content of the email in order to fully answer and process it.

Furthermore, Lyreco Intersafe analyzes Your behavior on the Website in order to improve the Website and tailor the offer of products and services to Your preferences.


DATA SUBJECT’S RIGHTS

With respect to your Personal Data processed by Lyreco Intersafe, as a data subject, You have a number of rights, including a right to information and access, rectification, a right to object or to restriction of processing and a right to erasure (right to be forgotten). If You wish to exercise (one of) these rights, please send an email to privacy@Lyreco Intersafe.eu, stating the right You want to exercise in the subject line. Lyreco Intersafe will respond to Your request within thirty (30) days. If Lyreco Intersafe does not grant Your request, Lyreco Intersafe will explain why and inform You about the reasons.

If you disagree with how Your request has been handled or how Lyreco Intersafe processes your Personal Data, You can file a complaint with the Dutch Data Protection Authority (P.O. Box 93374, 2509 AJ The Hague, The Netherlands) or the national Data Protection Authority of Your residence country.


GEOGRAPHICAL STORAGE AND DATA TRANSFERS

Lyreco Intersafe only stores in and transfers Your personal data to countries that are part of the European Economic Area (‘EEA’) and in countries that provide appropriate data protection as required by the European Commission in that territory.

If processing includes a transfer of Your personal data to a suppliers (including a Cloud provider supplier) established third country (i.e., outside the EEA) which does not provide sufficient protection, Lyreco Intersafe will only proceed with the transfer according to the following provisions:

• The Standard Contractual Clauses (or “SCC”) as approved by the European Commission (Decision (EU) 2021/914 of 4 June 2021 on standard contractual clauses for the transfer of personal data to third countries pursuant to Regulation (EU) 2016/679 of the European Parliament and of the Council or any subsequent version).
• Binding Corporate Rules (or “BCR”) if the concerned parties have accepted the European Binding Corporate Rules governing the processing of personal data by third parties.
• Any other adequacy mechanism officially recognized by the applicable privacy protection legislation that guarantees an adequate level of protection of personal data.

Both Lyreco Intersafe and its third parties will only process the personal data in jurisdictions where the applicable data protection legislation applies. These jurisdictions include: the EEA countries and the third countries recognized by the European Commission as providing a sufficient level of data protection (for further information see European Commission website).


CLICK BEHAVIOR AND VISIT DATA

When the Visitor uses (the order options on) the Website, certain data are digitally stored and processed by Lyreco Intersafe, including the Visitor’s search, click, and order behavior.

Lyreco Intersafe may also use the Visitor’s Personal Data for the following purposes: (1) to contact the Visitor, (2) to improve the delivery of products, services, and information to the Visitor (e.g., market research), (3) to administer the sales of products in an orderly manner, (4) to inform the Visitor about products or services that may be of interest to the Visitor (provided that the Visitor has given its consent to Lyreco Intersafe to do so), (5) to settle any disputes. These data will not be transferred to third parties without the Visitor’s prior consent.


Google Analytics

Lyreco Intersafe uses Google Analytics to track how the Visitor uses the Website and how effective Adwords ads on Google search result pages are. The information thus obtained, including the address of the Visitor’s computer (the IP address), is transmitted to and stored by Google on servers in the United States. For more information, please read Google’s privacy policy.

Google uses this information to evaluate how You use the Website, to compile reports on Website activity for Website operators, and to provide other services relating to Website activity and internet usage. Google may also transfer this information to third parties where required by law or when these third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. You can refuse the use of cookies by selecting the corresponding settings in your browser. However, please note that in this case, You may not be able to use all the functions of this Website to their full extent. By using this Website, You consent to the processing of data about You by Google in the manner and for the purposes set out above.


USING COOKIES

Lyreco Intersafe uses cookies when offering electronic services.

Please read the Cookie Policy on the Website concerned, for more information.


HOW WE SECURE YOUR DATA

We take both technical and organizational measures to secure the personal data We process. So that, for example, these data are not accidentally or unlawfully destructed, lost, altered or disclosed, between others. We do this according to the applicable legal requirements and guidelines.

An example of a technical measure is that Your data are encrypted during transmission.

Only Lyreco Intersafe authorized employees may view Your data, and they only have access to Your personal data to the extent necessary to perform their duties.


HOW LONG DO WE KEEP YOUR DATA?

We do not keep Your personal data longer than necessary for the purpose for which We process it. However, sometimes We are required to keep Your data longer.


The current data retention periods applied are the following:

	Type of record	Minimum retention period
Corporate	Corporate resolutions	Minimum duration of the company + 7 years
	Shareholders’ register	Minimum duration of the company + 7 years
	Records of a dissolved company	7 years
Finance	Financial records	7 years
	Profit and loss accounts	7 years
	Subsidy records	7 years
	Tax / VAT records	7 years
Real Estate	Real estate records	9 years
Customs	Customs records	7 years
HR	Salary administration	7 years
	Employee information	5 years following the termination date
	Documents concerning pension schemes	7 years
	Data of rejected job applicants	4 weeks after ending job application procedure
	Data concerning a temporary worker	2 years following the termination date
Environment	Data regarding chemicals and environmentally dangerous substances	10 years
	Environmental permits	Depends on the permit
	Waste bookkeeping	5 years
	Accident reports	5 years
	Quality indicators for the transfer of gas (TSO)	10 years
Products	Technical compliance and DOC for construction products. All PPE related items are subject to 10 years retention based on  REGULATION (EU) 2016/425 OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL of 9 March 2016 on personal protective equipment and repealing Council Directive 89/686/EEC - Chapter 2 Article 13 - See https://eur-lex.europa.eu/legal-content/EN/TXT/?uri=CELEX%3A32016R0425	10 years
Insurance	Insurance policies	7 years
Purchase	Purchasing records (delivery, acquisitions, import, export, ledger, accounts receivable, accounts payable, procurement and sales administration)	7 years
IP	Intellectual property records	No specific retention period
Contracts	Contracts, agreements and other arrangements	7 years after the document has lost its actual value
	Confidentiality agreements and non-competition agreements (with a penalty)	20 years
	Legal files concerning the provision of services (lawyers, accountants, etc.)	5 years
Other	Correspondence	7 years after the document has lost its value
	Personal data excluding cookies	No longer than necessary for achieving the purposes for which the data were collected. Not shorter than statutory minimum retention period