Additional privacy statement for employees, officers and volunteers

This privacy statement applies to:  

• The Salvation Army: Salvation Army Foundation Welfare and Health Care, Salvation Army Foundation Youth Protection and Probation Service, Salvation Army
• Foundation Services, Salvation Army Foundation ReShare and Salvation Army Society;
• any processing of personal data of employees, officers, volunteers and engaged third parties;
• any form of processing of the aforementioned personal data, regardless of whether this data is processed orally, on paper, via e-mail or otherwise digitally by
• means of photo, video or audio.

The Salvation Army receives and processes personal data because you have applied and/or work for The Salvation Army. Most data, we receive directly from you. Such as your contact details, your information about your employment history and your performance. We need this information to perform our rights and obligations as an employer and to fulfil our legal obligations. If you refuse to provide this information, we cannot meet our obligations. The provision of this data is therefore a condition for entering service within The Salvation Army. Depending on the purpose, we process one or more of the personal details below.

• your name, first names, initials, any title, gender, date of birth, place of birth, address, zip code, town, telephone number and other information that we need to communicate with you, such as your e-mail address;
• your bank account number (for providing reimbursements, for example for travel costs incurred);
• information as referred to in the first bullet, from your parents, guardians or guardians if you are a minor;
• information about the study program, courses and internships you have followed and are about to follow;
• information about the position you are applying for;
• information regarding the nature and content of your current job, and information about the termination of that current job;
• information about the nature and content of your previous jobs and about the termination of those jobs;
• other data to be noted for fulfilling the position that you have provided or that you know of;
• other information required for the implementation or application of a law.

In addition, the following special personal details are recorded:

• ethnic data;
• information about religion and belief.

This data is only recorded for one or more of the following goals:  

• the assessment of your suitability for a position that is or may become available;
• the handling of expenses incurred by you in the context of the application process;
• the settlement of expenses incurred by you in the context of voluntary work;
• internal control and business security;
• the implementation or application of a law.

You can find the complete list of data that we can process in our privacy policy.

Staff members
Depending on the purpose, we process one or more of the following personal data:

• your name, first names, initials, any title, gender, date of birth, place of birth, address, zip code, town, telephone number and other information that we need to communicate with you, such as your e-mail address;
• your bank account number;
• an administration number that contains no information other than the one referred to in the first bullet;
• information as referred to in the first bullet, from your parents or guardians if you are a minor;
• information about training, courses and internships you have followed and are about to follow;
• information about your position or your former position and information about the nature, content and termination of your employment contract;
• data for the purpose of administering your presence at the place where the work is being performed;
• data for the administration of your absence in connection with leave, working time reduction, childbirth or illness, with the exception of data on the nature of the illness;
• data recorded in your interest regarding your working conditions;
• data for the purpose of calculating, recording and paying of your salary, allowances and other sums of money and rewards in kind to you or on your behalf;
• data for the purpose of calculating, recording and paying tax and premiums for you;
• data that are necessary with a view to an agreed employment condition. This may (where relevant) also include information about your family members and former family members;
• data for the purpose of (organizing) the staff appraisal and career guidance, insofar as you know this data;
• data required for the implementation or application of a law.

In addition, the following special personal details are recorded:  

• ethnic data;
• medical data;
• information about religion and belief;
• Declaration of Behaviour.  

This data is only recorded for one or more of the following goals:  

• giving direction to your work;
• the handling of personnel matters;
• calculating, recording and paying your salary, allowances and other sums of money and rewards in kind to you or on your behalf;
• calculating, recording and paying taxes and premiums on your behalf;
• an employment condition that applies to you;
• the personnel administration;
• arranging claims for benefits in connection with the end of your employment contract;
• the transition from you to or your temporary employment at one of the other entities of The Salvation Army;
• granting discharge;
• the collection of claims, including the placing of claims in the hands of third parties (for example a collection agency or a bailiff);
• your education;
• the company medical care that applies to you;
• the social work;
• the election of the members of a works council or staff representation;
• drawing up a list of dates of employee birthdays and other festivities and events;
• the administration of the staff association and the association of former staff members;
• internal control and business security;
• handling disputes and having an audit conducted;
• the implementation or application of another law.  

The complete list of data that we can process can be found in our privacy policy.

The Salvation Army treats personal data confidentially and carefully. The Salvation Army processes personal data in connection with the following categories of goals:

1. To give the best possible interpretation to the role of employer and to implement the employment or volunteer agreement;
2. Responsible business operations, including the ability to comply with statutory duties or obligations;
3. The development and implementation of policy.  

In emergency situations, for example in the case of a life-threatening situation, the basis of protection can be invoked for the person concerned or for a third party. Processing operations that do not fall under the above accounting principles can only be carried out with the unambiguous consent of the data subject.

The Salvation Army acts responsible in accordance to the content of the General Data Protection Regulation:

1. to promote the transparency, accuracy and completeness of the personal data processed on the basis of these regulations;
2. that are necessary to protect the personal data contained in the file;
3. to ensure that no more personal data is processed than is necessary for the purpose for which they are collected and that they are not used for other purposes.

The Salvation Army takes the necessary measures with regard to the security of the equipment, software and the data with which the personal registration(s) is/are conducted. Only authorized persons have access to personal data. Digital data is protected by username and password. Paper files are kept in lockable cupboards to which only authorized persons have access.

Insight 
You can change some of your personal details via My InSite or if that is not possible with your supervisor. You have the right to inspect or copy your personal data to the extent that they relate to yourself (with the exception of any personal notes from your managers and others).   

Adjustment and removal 
You can request in writing to correct or add to your personal data if they are factually incorrect, do not serve the purpose of the processing or are being processed in violation of a legal regulation (note: you cannot perform a performance, assessment or have another interview report corrected if you disagree, but you can prepare a statement that you can have added to your personnel file).

In certain cases, you can request in writing to have your data removed. Please note: we do not have to respond to this if we still have a legitimate interest in keeping your data (longer), if this is necessary in connection with the performance of your employment contract or to comply with a legal obligation or on for another reason stated in the law. In certain cases, you may request in writing to have the data that we process from you "limited". Please note: we strive to collect as little data as possible (data minimization).

If you have given permission for the use of your data (such as for using your photo on a who's who page or on our website), you can withdraw that permission. The cancellation then applies to future use of your data.

Within four weeks of receiving the request, The Salvation Army will inform you in writing whether and to what extent the request can be met. We cannot execute your request for removal in all cases. For example, because the law requires us to keep certain data. If we do not respond to your request, you will of course hear the reason from us. You can submit your request in writing via:

HRM Services
Attn. Mr. J. Slob
PO Box 3006
1300 EH Almere

The Salvation Army does not store your data any longer than necessary for the purposes for which we use it. Insofar as there are any, we observe the legal retention periods. Data can be kept longer by us when The Salvation Army has a legitimate interest in this (for example, when legal proceedings are ongoing or have been announced and we must be able to defend ourselves).

Of course, we are happy to help you if you have questions or complaints about the processing of your personal data. Do you have a question or complaint about compliance with these regulations? Then contact us via: Contact form "Questions and complaints privacy" 

or  

The Salvation Army 
Attn. Privacy Officer 
PO Box 3006 
1300 EH Almere

Below you will find the contact details of our Data Protection Officer: 
fg@legerdesheils.nl

or  

The Salvation Army 
Attn. Data Protection Officer 
PO Box 3006 
1300 EH Almere

The Salvation Army reserves the right to make changes to this privacy statement. Therefore, check our privacy statement regularly for possible changes to our policy.  

June 2018, version 1.1