Privacy Policy

In this privacy statement we explain which personal data we collect and use and for what purpose. Please read this privacy statement carefully.


Essentia Zorg (Essentia Care) is a healthcare provider in the Netherlands. We provide home care. Essentia Zorg is and feels responsible for the personal data that is provided to us in confidence. This is also reflected in our privacy mission. This mission of Essentia Zorg is: "Everyone has the right to careful handling of their personal data. Essentia Zorg supports the need for safety and security of our clients, employees, volunteers and relations. Essentia Zorg is honest, transparent and careful with the provided personal data."




The legal framework
The protection of privacy is regulated in various laws and treaties. The most important law in this area is the General Data Protection Regulation (GDPR, and AVG in Dutch), also known as the 'privacy law'. The GDPR came into effect on May 25, 2018. The Netherlands already had the Data Breach Notification Act, which broadly contains the same provisions as the GDPR with regard to data breaches. The GDPR contains rules for the processing of personal data, with an emphasis on the automated processing of personal data.




What is personal data?
According to the law, personal data is any information relating to an identified or identifiable natural person (the data subject). So the combination of name and date of birth, contact details and a passport photo are all personal data. In addition, the law has sensitive personal data; this kind of data needs extra protection. This concerns, for example, your citizen service number (BSN), health or medical data.



What personal data do we collect?
Essentia Zorg collects all kinds of data from natural persons. We collect personal data from clients, employees and volunteers. For example, we use personal data to conclude an employment contract in our role as an employer and in the process of providing care to our clients.




From our clients, employees, volunteers we collect:


  • Full name;
  • Gender;
  • Address;
  • Phone number;
  • E-mail address;
  • Date of birth;
  • Citizen Service Number (BSN);\
  • ID number;
  • Details of your health insurance;
  • Your payment details such as bank account (number);
  • Contact information
  • Information that is important for fulfilling the agreements between you and Essentia Zorg
  • Medical data that are important for providing care based on the personal health plan.
  • Performance and assessment data;
  • Motivation letter;
  • Education;
  • Resume;
  • Certificate of Conduct (VOG).



Legal basis

The processing of your personal data by Essentia Zorg is based on (the intention to) enter into an agreement. Sometimes we ask for your explicit permission for a specific purpose. If you grant permission, you can easily withdraw your permission by notifying us.

 


Why do we need personal data?
Essentia Zorg needs personal data to be able to perform our work properly and to be able to fulfill agreements (agreements). We use this data for:



Clients:


  • Concluding healthcare supply agreements;
  • Prepare and maintain care plans;
  • Declarations of care and services provided
  • Communication with other healthcare providers eg. care providers;
  • Handling disputes and complaints;
  • Communication with our clients, stakeholders and employees;
  • Research into the quality of our services;
  • Internal management of the organization;
  • Making payments to creditors;
  • Calculating income and expenses and having an audit carried out;
  • Compliance with legal obligations;
  • Processing a complaint;
  • Approaching the complainant about the complaint because we want to investigate it or publish (anonymously) about it.



Staff members:


  • Drafting employment contracts;
  • Conducting payroll administration;
  • Conducting employee administration;
  • Compliance with legal obligations;
  • Processing job applications;
  • Processing a complaint;
  • Approaching the complainant about the complaint because we want to investigate it or publish (anonymously) about it.



Volunteers


  • Closing the volunteer agreement
  • Compliance with legal obligations;



If you want an agreement with Essentia Zorg but do not wish to or cannot provide certain personal data to Essentia Zorg, the consequence may be that work cannot be performed properly and Essentia Zorg cannot comply with legal obligations. Essentia Zorg then reserves the right not to enter into an agreement.




How do we use and protect personal data?
Essentia Zorg links personal data to a unique code such as the client and staff number to enable communication. We do not process more personal data than is necessary for our work. We never publish personal data of clients, employees, volunteers and other relations without permission.


confidentiality
Everyone who has access to the personal data handles this with care and is bound by a duty of confidentiality.


Access to data
Only employees who really need it for their work have access to personal data and may view and process it to the extent necessary.


Retention periods
Personal data is not kept longer than the legal retention periods. We then destroy this personal data or store it in a way that it can no longer be traced back to a person.


Security
We take all necessary organizational and technical security measures necessary to prevent misuse of and unauthorized access to personal data.


Sharing data with other organizations
Essentia Zorg uses the collected personal data for its own business operations. For this it may be necessary to share personal data with organizations that perform work for us or you or with whom we collaborate. Examples of this are health insurers, the health care office, CIZ. If another party or agency performs work for us, this party must have signed a processing agreement, which states what they receive and may process this data for and how they should handle it. Sometimes it is necessary to share personal data back and forth with other authorities (for example CAK, Zorgkantoor, insurers). In those cases, a covenant must be signed stating for what purpose which personal data is shared and how this data is handled. In addition, government agencies or bodies with a legal task may request information from us that we are obliged to share.


Will your data be transferred outside the EU?
Essentia Zorg's starting point is to process personal data only within the EU. Since the privacy regulation applies within the EU, an appropriate level of protection can in principle always be ensured.


What rights do you have?
Every data subject (every natural person whose personal data is processed) has the right to access, correct, supplement, delete, block, transfer and the right to object with regard to the processing of their personal data.


Requests for access
Requests for access can be submitted to the Data Protection Officer by email, the website or in writing. When a request for access is made, the requester receives an overview of the processed data, the origin of the data, the recipients of the data and the purposes of the processing of the data.




The following information is not provided by Essentia Zorg:


  • Personal work notes and notes for internal use (including email messages);
  • Personal data of third parties, even if these are named in your own file.
  • Personal data used in the context of the prevention, detection and prosecution of criminal offenses and other cases referred to in the exceptions of art. 23 GDPR. Before a request for access is processed, the data subject must first have identified himself. Those involved can do this by coming by and showing ID card or passport (the original). If the data subject is younger than 16 or does not have legal capacity, the request must be submitted by the legal representative. The request for inspection will be answered within four weeks.




The right of rectification
If the personal data we process about you is incorrect, you have the right to have it adjusted.


The right of removal
If we no longer need your personal data for the purpose for which we obtained it, you have the right to ask us to delete it. There are a number of exceptions to this, such as our obligation to retain certain data for, among other things, the tax authorities and other legal provisions.


The right to object
In connection with personal special circumstances, a data subject can object to the processing of certain data in cases regulated by law. The request must be submitted to Essentia Zorg by email or in writing, stating reasons. We will decide within four weeks of receipt of the request whether the objection is justified. If the objection is justified, we will immediately terminate the processing. Essentia Zorg is not obliged to respond to an objection if the provision of data by Essentia Zorg is required by law.


The right of data portability
At your request, we must transfer any personal data we hold about you to you or another organization of your choice. You can only exercise this right if the data is processed on the basis of permission or agreement.


The right to object
If we process data on the basis of legitimate interest or public interest, it is possible to object, after which a weighing of interests will follow. In the case of direct marketing, you always have the right to object. 


Automated decision making, profiling

Essentia Zorg does not make use of automated individual decisions and profiling that have legal consequences or could otherwise damage significant impact and interests of the persons involved.



Viewing and changing your personal data

Would you like to view or change the personal data that Essentia Zorg has about you? Please contact us.


Phone number:           088 – 22 11 033
Email:                            privacy@essentiazorg.nl
Address:                       Essentia Zorg
                                      Touwbaan 38
                                      2352CZ Leiderdorp



Personal data and digital media
By using web forms on the Essentia Zorg website, such as the contact or application form, you give permission to record your personal data. If someone fills in a form on the website, or sends us an e-mail, the data will be kept for as long as necessary for the complete answering and handling of the question.



Personal Data Authority
Of course we are happy to help you if you have complaints about the processing of your personal data. If you nevertheless cannot come to an agreement with us, you also have the right under privacy legislation to file a complaint with the privacy regulator; the Dutch Data Protection Authority. You can contact the Dutch Data Protection Authority for this.



Applicability of this privacy statement

  • This privacy statement applies to people to whom Essentia Zorg provides care and/or services or who are employed by Essentia Zorg or who are otherwise a customer or employee of Essentia Zorg.
  • The Essentia Zorg website sometimes refers to some other organizations with a 'link'. These organizations are not covered by this privacy statement. They themselves regulate how they handle personal data.




Cookies
We use cookies when offering electronic services. A cookie is a simple small file that is sent along with pages from this website and stored by your browser on the hard drive of your computer. It concerns the following applications:


Organization manual MyDMS
MyDMS places three different cookies. These are used to remember the user's login so that they don't have to log in every time, and to remember the layout of the menu when the user changes pages. None of these cookies contain any personal data and these cookies are deleted as soon as the user closes the browser.


Essentia Zorg website
The Essentia Zorg website places three cookies, two of which are analytical cookies. These are intended to gain insight into the functioning of the website and to keep track of visitor statistics. The third cookie is a functional cookie.


ONS and Caren Zorgt from Nedap
Different types of cookies are used on Nedap's websites:


1. Functional cookies

Nedap uses functional cookies to make it easier to navigate the website (for example, to remember information about different web pages) and to save certain user settings or preferences, so that your use of the websites can be optimized. These cookies are necessary for the website to function properly.


2. Social Media Cookies

Nedap gives you the opportunity to share the information available on the websites made available by Nedap via social media. You can use the social media buttons for this (including Facebook, LinkedIn and Twitter). For such social media websites, a social media cookie is only placed when you click on the social media button. For the cookies that are subsequently placed by the social media parties and the possible information they collect, you are referred to the information and/or privacy statements available on the website of the relevant social media website. Nedap is not responsible for the content and/or application of these websites or the processing of personal data of such social media website.


3. Analytical cookies
Information regarding your visiting behavior may be used by Nedap for further optimization of and communication about Nedap products and services. Of course, this is only done in a proper and careful manner in accordance with the applicable law. (Source: https://nedap.com/nl/privacy-statement-disclaimer/)





Changes to this privacy statement

Essentia Zorg can make changes to this privacy statement. We therefore advise you to check it regularly. You will then be kept informed of changes. This privacy statement was last amended on April 25, 2022.