Privacy Policy

Your privacy is of great importance to ACT4life B.V. We comply with the relevant privacy laws and regulations, including the General Data Protection Regulation (GDPR). This means that we:

  • clearly define our purposes before processing personal data, including through this privacy policy;
  • process as little personal data as possible and only process data that is necessary for our purposes;
  • ask for consent to process personal data when consent is required;
  • take appropriate security measures to protect personal data;
  • impose these obligations on parties that process personal data on our behalf;
  • respect your rights, such as the right to access, correct or delete personal data.

In this privacy policy, we explain which personal data ACT4life processes, why we do so, how long we retain this data and what rights you have. If you have any questions or would like to know which data we process about you, you can contact ACT4life.

For what purposes do we process your personal data?

We process your personal data in order to provide our services, run our organisation properly and comply with legal obligations. Your data is only processed for the purposes for which it was collected, unless we have a lawful basis to use the data for another purpose or have obtained your consent.

Specific purposes for processing personal data include:

  • performing our agreement with you, including providing training programmes, courses, events and other activities;
  • invoicing our services and processing payments;
  • handling questions, complaints or disputes;
  • carrying out statistical or quality-oriented research in order to develop new services and improve existing services;
  • maintaining contact with participants, customers, professional relations and interested parties;
  • carrying out our business operations and complying with legal obligations;
  • managing and securing our information systems, websites and online services;
  • protecting participants, employees, visitors, buildings, property and other legitimate interests of ACT4life.

Use of our services

When you use our services, we process personal data that is necessary for providing those services. Depending on the service you use, we may process the following personal data:

  • name and contact details;
  • organisation and job title details;
  • invoicing, payment and administrative data;
  • data relating to participation in training programmes, courses, events and other activities, including attendance, progress and certification data;
  • data required for accreditation or continuing professional development registration;
  • dietary requirements that you voluntarily provide to us in connection with a training programme, course or event;
  • data relating to information requests, newsletter subscriptions, downloads, evaluations, complaints or other contact moments;
  • technical data necessary for the use of our websites and online services, such as IP addresses and cookie data.

We only process personal data that is necessary for the purpose for which it was collected.

How long do we retain your personal data?

We do not retain personal data for longer than necessary for the purpose for which it was collected, unless we are legally required to retain data for a longer period.

In general, we apply the following retention periods:

  • Administrative and fiscal data, such as invoices, payments and financial administration, are retained for the statutory retention period. In most cases, this is 7 years. If a longer statutory period applies, we will apply that longer period.
  • Participant data is retained for up to 2 years after completion of the relevant training programme, course or activity, unless the data relates to certification, accreditation, complaint handling or financial administration.
  • Data relating to certification, completed training programmes and accreditations is retained indefinitely. This enables us to verify issued certificates, training history and accreditations, and to maintain contact with our professional network of former participants.
  • If a formal complaint is submitted through our complaints procedure, we register the data necessary to handle the complaint carefully. The complaint file is retained for 2 years from the date of final resolution.
  • General correspondence, such as personal questions or practical situations shared with us by e-mail, is not retained for longer than necessary. In principle, we delete this data no later than 1 to 2 years after completion of the relevant training programme, course or activity.
  • Data relating to the purchase of individual products or materials is retained insofar as necessary for fulfilling the order and for our fiscal administration.

When personal data is no longer necessary for the purpose for which it was collected, it will be deleted or anonymised.

Who has access to your personal data?

Only employees and persons carrying out work on behalf of ACT4life have access to personal data, insofar as this is necessary for the performance of their work.

ACT4life may share personal data with parties that support us in providing our services, such as administrative service providers, accounting service providers, suppliers of e-mail and newsletter software, website and hosting providers, payment processors, training locations, caterers and parties involved in certification or accreditation.

We only share personal data when there is a lawful basis for doing so, for example because this is necessary for performing our agreement with you, complying with a legal obligation or because ACT4life has a legitimate interest.

Where necessary, we enter into a data processing agreement with parties that process personal data on our behalf. In these agreements, we make arrangements about security, confidentiality and the careful use of personal data.

ACT4life does not sell your personal data to third parties.

Contact form

You can contact us or ask a question through the contact form on our website. For this purpose, we process the data you provide to us, such as your name, e-mail address, telephone number and the content of your message.

We use this data to answer your question and maintain contact with you. We do not retain this data for longer than necessary to handle your question or request.

Website and cookies

ACT4life collects statistics about the use of its websites. We do this to gain insight into visitor behaviour and to improve our information provision, user experience and services.

For this purpose, we use cookies. Cookies are small text files that are stored on your computer, tablet or smartphone when you visit our website.

We only use the following types of cookies:

  • Functional cookies. These are technically necessary for the website to work properly and to remember your preferences.
  • Analytical cookies. These allow us to measure general website use, such as which pages are visited and how visitors use our website. We configure these cookies in the most privacy-friendly way possible. Where possible, IP addresses are anonymised and data is not used to identify individual visitors.

We do not use marketing or tracking cookies to follow your browsing behaviour or to build personal profiles.

If we use cookies that require consent, we will ask for your consent in advance. You can disable or delete cookies through your browser settings. Please note that certain parts of the website may not function properly if you do so.

E-mail communication via MailBlue

For communication about our training programmes, courses, events, continuing professional development, materials and newsletters, we use MailBlue.

We do not send unsolicited marketing e-mails. You will only receive e-mails from us when there is a valid reason, for example because you are participating in a training programme, have requested or purchased something from us, or have signed up for a newsletter or interest list.

We distinguish between:

  • Functional e-mails. If you participate in a training programme, course or event, you will receive e-mails that are necessary for your participation. These may include practical information about training days, changes, preparation, evaluations or the provision of study materials.
  • Newsletters and updates. If you have actively signed up for a newsletter, interest list, masterclass, download or other information service, we use your name and e-mail address to inform you about this.

You can unsubscribe from newsletters and updates at any time using the unsubscribe link at the bottom of each e-mail. After unsubscribing, your data will be blocked from further mailing for that specific newsletter or mailing, unless we still need your data for another purpose, such as participation in a training programme, performance of an agreement or statutory administration.

Security

We take appropriate technical and organisational security measures to protect personal data against loss, unauthorised access or unlawful use.

When third parties have access to personal data, they are required to handle this data carefully and confidentially. Personal data is only accessible to persons who need this data to perform their work.

To protect your privacy, we take measures including:

  • access to personal data is protected by a username and password;
  • where possible, we use secure connections;
  • we restrict access to personal data to persons who need this data;
  • we make agreements with parties that process personal data on our behalf.

Changes to this privacy policy

ACT4life may amend this privacy policy when developments in legislation, our services or our organisation require this. The most recent version is always available on our website.

Your rights

If you have any questions or would like to know which personal data we process about you, you can contact us at teamflow@act4life.nl

We believe you should always have full control over your personal data. No matter how you interact with us, you have the following rights:the right to receive an explanation of which personal data we process and what we do with it;

  • the right to access the personal data we process about you;
  • the right to have inaccurate personal data corrected;
  • the right to have personal data deleted when there is no longer a lawful basis for processing it;
  • the right to withdraw consent when processing is based on consent;
  • the right to restrict the processing of personal data;
  • the right to object to a specific processing activity;
  • the right to data portability, insofar as this is legally applicable.

In principle, we will respond to your request within one month. This period may be extended if necessary due to the complexity of the request or the number of requests. If we extend the response period, we will inform you.

Complaints

If you have a complaint about the way ACT4life handles your personal data, you can contact us via teamflow@act4life.nl. We take every complaint seriously and will handle it internally.

If you believe that we are not helping you properly, you have the right to submit a complaint to the supervisory authority. In the Netherlands, this is the Dutch Data Protection Authority.

Contact details

ACT4life B.V.
Willemsplein 2
6811 KA Arnhem
The Netherlands
E-mail address: teamflow@act4life.nl
Chamber of Commerce number: 95154043
VAT number: NL8670.22.395.B.01

Aangesloten bij